Free event planning tools
Nine tools that answer the questions hosts actually get stuck on: how much food to order, how to split the budget, how many guests will turn up, when everything has to be sent, how to get a printed card to open a digital invitation, whether your guest list fits your plan, what to write in the message, which template to pick, and how the invitation reads in another language.
All of them run entirely in your browser. There is no account, no email capture and no upload — type your numbers, read the result, and close the tab.
No sign-up · no uploads · free
Reviewed by Şerif Geyik, Founder and Editor · Last reviewed
Guest and catering calculator
Convert a guest list into appetizer pieces, main servings, side dishes, desserts and drinks.
- Children counted at a portion share
- Editable per-person rates
- Alcohol on or off
Party budget calculator
Split one total across seven categories and see what each line is actually worth per guest.
- Percentages always total 100
- Cost per guest
- Contingency warning
RSVP and attendance estimator
Estimate replies, attendance and a realistic headcount range before you confirm numbers.
- Short-notice penalty
- Low-to-high range
- Extra invitations to send
Event timeline generator
Work backwards from the event date to every send-by date, then download the plan as a calendar.
- Save-the-date to headcount
- Day-of run sheet
- .ics download
QR code generator
Turn an invitation link into a scannable code for printed cards, posters and table plans.
- SVG and PNG export
- Contrast check
- Nothing uploaded
Plan capacity calculator
Turn a guest list into the RSVP responses it needs and see which plan covers them.
- Real plan limits
- Headroom or shortfall
- Household replies
Invitation message generator
Fill in your details once and get the invitation message for WhatsApp, SMS, email and print.
- Live character counters
- SMS segment counts
- One-tap copy
Template style quiz
Answer five questions and get three invitation templates that fit the occasion and the mood.
- Three matched templates
- Shareable result link
- Free and Premium shown
Invitation language preview
See one sample invitation in every supported language, including right-to-left layouts.
- All 19 languages
- Scoped RTL direction
- Site language untouched
Why these tools are free — and what happens to your numbers
The calculators exist because most of the questions they answer come up before anyone is ready to buy anything. They are useful on their own, and they are how a lot of hosts first find InviteVia.
None of the inputs leave your device. There is no form submission, no analytics event per keystroke and no stored guest list; the maths runs in the page and the numbers disappear when you reload. That is also why there is no sign-up wall — there would be nothing to sign up for.
Frequently asked questions
Are these tools really free?
Yes, with no account, no trial and no export limit. The pages are funded the same way the rest of the site is; the calculators themselves never ask for payment details.
Do the calculators save my data?
No. Every calculation happens in your browser and nothing is sent to a server. There is no guest list stored anywhere, which is why there is nothing to delete afterwards.
How accurate are the estimates?
They are planning rules of thumb, not predictions. The default rates are typical starting points for each event type, and every one of them is editable, so the accuracy depends on how well you know your own event. Treat the output as a number to discuss with a supplier, not a quote.
Which tool should I start with?
Start with the budget calculator, because it tells you what the event can cost before you fall in love with a venue. Then the catering calculator for quantities, the RSVP estimator for the number to confirm, and the timeline generator for the dates.
Do I need an InviteVia invitation to use them?
No. The QR code generator works with any URL, and the planning tools have nothing to do with invitations at all. If you do want a digital invitation with RSVP collection, that is what InviteVia is for.
Where to go next
These tools are planning aids, not quotes or guarantees. Every rate is an editable default, and nothing you type is uploaded or stored.