Organiser toolbox: free tools for cultural events
We are a non-profit LARP organisation from Dresden, and we work out the same things you do: how many people may be on site? How many medics does this need? Will the funding plan carry the application? We built these tools for ourselves, because they did not exist or because the ones that did were calculating with outdated figures.
They are free to use here — no sign-up, no account, no data leaving your device: everything is calculated in your browser. If something is missing or something is wrong, tell us. We keep these maintained because we use them ourselves.
Your event
General settings not filled in yetWithout these, every tool starts from nothing. Fill them in once and all the tools take the name, dates, site, head counts and characteristics from here.
What are you planning?
Pick your kind of event and the calculators open with matching presets. Everything stays editable — the preset only saves you the first ten entries.
- LARP outdoorsopen:Safety concept assistantAwareness concept builderCamp kitchen calculatorTavern and drinks calculatorWeather and abort criteria card
- Conventionopen:Capacity and escape route calculatorAwareness concept builderCountdown task plan
- Medieval marketopen:Capacity and escape route calculatorToilet and camp supply calculatorWeather and abort criteria card
- Theatre performanceopen:Fee and levy calculatorCost and funding planCapacity and escape route calculatorTicket price and break-even calculator
- Festival / open airopen:Medical services calculatorToilet and camp supply calculatorWeather and abort criteria cardTavern and drinks calculator
- Club or neighbourhood eventopen:Tavern and drinks calculatorToilet and camp supply calculatorCost and funding planTicket price and break-even calculator
What the tools are for
Safety
The tools an authority asks about. The Capacity and escape route calculator says how many people are permissible and what is responsible when the number comes out smaller than expected. The Safety concept assistant walks through the risk assessment under DGUV 215-310, the Medical services calculator sizes the medical cover by two recognised methods, and the Weather and abort criteria card settles the value at which you interrupt and clear the site — beforehand, not in the middle of it.
Money
Whether the sums work is decided before the event. The Cost and funding plan builds the cost and funding plan in the funder's own format, with drawdown and a control total. The Ticket price and break-even calculator says which ticket price covers the costs and from how many participants. The Fee and levy calculator works out the minimum fee, the artists' social levy and volunteer allowances — the three items most often missing from a budget.
Supply
Everything people on a site need. The Toilet and camp supply calculator sizes toilets, urinals and washbasins under the assembly venue regulation and adds showers, fresh water and waste for a multi-day camp. The Camp kitchen calculator turns head count and days into a shopping list in pack sizes, and the Tavern and drinks calculator does the bar: how much drink an evening gets through and what you have to charge for it.
Planning
Two tools for the parts nobody else writes down. The Countdown task plan counts backwards from the day and shows which deadline is running now — funding programmes have months of lead time. The Awareness concept builder assembles an awareness concept from blocks, with contacts, a reporting route and consequences, as an information sheet for participants and a briefing for the team.
Available tools
- Capacity and escape route calculatorMaximum visitor numbers from floor area, escape routes and permit — the smallest of the three applies.Who it is for: Organisers who want to know how many people are permissible before they file with the licensing authority — and what is responsible when the number comes out smaller than expected.
- Safety concept assistantA guided seven-step risk assessment, with hazard catalogue, measures plan and emergency card.Who it is for: Organisers who need a risk assessment — their duty as the organiser, and the core of any safety concept an authority will accept.
- Cost and funding planExpenditure, income and the funding gap in the format funders expect — with ticket pricing and drawdown.Who it is for: Organisers applying for a grant — and anyone who wants to know beforehand whether the sums work at all.
- Toilet and camp supply calculatorToilets, washbasins, showers, water and waste — and which of it the regulation actually prescribes.Who it is for: Organisers who have to order sanitary units — and multi-day camps, which no rental calculator is built for.
- Medical services calculatorThe Maurer scheme and the Cologne algorithm side by side — helpers, vehicles, physicians, patrol districts.Who it is for: Organisers who have to tell the authority what medical cover they are planning — with a figure someone can follow.
- Countdown task planFrom twelve months out to four weeks afterwards — with deadlines, owners and a link to the right tool.Who it is for: Organisers at the start — and anyone wondering what they are forgetting right now.
- Ticket price and break-even calculatorWhat a ticket has to cost to carry the event — with free places, batches and a grant share.Who it is for: Organisers who want to know whether the sums can work before building the full plan.
- Fee and levy calculatorMinimum fees, the artists' social levy and volunteer allowances — with a check whether the levy applies.Who it is for: Theatres, festivals and anyone paying artists — and organisers settling up with volunteers.
- Awareness concept builderBuilding blocks for an awareness concept — an information sheet for participants and a briefing for the crew.Who it is for: Organisers who need an awareness concept — and those who have one nobody reads.
- Camp kitchen calculatorQuantities, a shopping list in pack sizes, chilled volume and cost per head — with a hygiene list.Who it is for: Kitchen crews shopping for a camp — and anyone wanting the catering cost per head.
- Tavern and drinks calculatorDrink volumes from head count and hours, your shopping list checked against them, a minimum price per drink.Who it is for: Bar crews who want to know how much an evening drinks before it starts — and organisers who do not want the tavern to lose money.
- Weather and abort criteria cardA printable card of thresholds and measures — wind from your structure's rated wind, not from guesswork.Who it is for: Outdoor organisers who want the abort decision settled beforehand, not during it.
What we calculate with
Every value our tools use is published — with its source and review date, so you can verify a number without interrogating a calculator.
What is coming
The 12 tools above are finished. What we are working on next — and the order depends partly on what you tell us:
- PDF export in the layout of the municipal safety concept templates
- A permit and notification checker for dealing with authorities
- Shift and rehearsal planning for several people
- A weapon check list and a packing list as small helpers
Orientation value. This calculator is no substitute for talking to the licensing authority, the building inspectorate, the fire service or a qualified planner. The German states each adapt the model regulation, so what binds your event is your state's version plus the conditions in your own permit. Figures as of: 1.0 · last reviewed: 2026-09-18.