For organizers
Card show budget: costs, revenue and break-even
What a card show costs to run, where the money comes from, and how to work out how many tables and tickets you need to sell to break even.
CardMapUpdated 8 min read
On this page
The fastest way to lose money on a card show is to set prices before you know your costs. A budget tells you the least each table has to bring in, how many tables you need to sell to break even, and what you keep if the room fills.
Free download
Card show budget
Type in your costs and prices. It works out your fees, profit and how many tables you need to sell to break even.
The costs
List every cost, even the small ones. Small ones add up fastest.
| Cost | What to ask or check |
|---|---|
| Venue rental | The full price, including deposit, cleaning and security fees |
| Tables and chairs | Included with the venue, or rented separately? |
| Event insurance | A short-term liability policy. Venues often require one. |
| Permits | City or county event permits, if your area needs them |
| Signs and printing | Entrance banner, table numbers, flyers, the floor map |
| Marketing | Paid social posts, print ads, flyers at shops |
| Staff or volunteers | Door, load-in, floor. Even volunteers expect lunch. |
| Supplies | Tape, extension cords, a cash box, wristbands |
| Card fees | Stripe processing, and CardMap's 2.5% if you cover the fees |
Add 10% on top for the things you'll forget. There are always some.
The revenue
Most card shows make their money from three places:
- Table sales, usually the largest share.
- Admission, including early-entry tickets.
- Extras: sponsor tables, a food vendor's fee, extra vendor passes, electricity at the table.
Be honest about how much will sell. For a first show, plan on filling about two-thirds of your tables and estimate attendance low. A budget that only works if everything sells isn't a budget.
Card fees
Card payments carry Stripe's processing fee, and on CardMap a 2.5% CardMap fee on each sale. You choose whether you cover them or your buyers do, separately for tables and tickets. If you cover them, they're a cost. If buyers cover them, they come off your budget entirely.
| Line | You cover the fees | Buyers cover the fees |
|---|---|---|
| Buyer pays | $4,000.00 | $4,234.80 |
| Stripe processing (est.) | −$128.00 | Paid by buyer |
| CardMap fee (2.5%) | −$100.00 | Paid by buyer |
| Your payout (est.) | $3,772.00 | $4,000.00 |
Stripe's standard rate in the US and Canada is 2.9% + 30¢ per card payment. Premium and international cards can cost a little more. Sales tax is not included here.
Work out your break-even
Break-even is the number of tables you need to sell for income to equal costs:
Break-even tables = (total costs − admission income) ÷ what each table pays you
For example: $3,000 in costs and $500 of expected admission leaves $2,500 for tables to cover. At $100 a table, with vendors covering the card fees, you need to sell 25 tables to break even. Every table after the 25th is profit. If you cover the fees yourself, each table pays you a little less than $100, so you need a table or two more.
If the break-even number is close to the number of tables you can fit, the show is risky. Lower your costs, raise your table price, or find a cheaper room before you commit.
Using the spreadsheet
The downloadable budget has three tabs:
- Costs. Type in each cost. It adds the 10% buffer for you.
- Income. Enter your table types, prices and how many you expect to sell, plus admission. Choose whether you or your buyers cover the card fees.
- Summary. It shows your profit at the sales you entered, your break-even table count, and profit if the room sells out.
It opens in Excel, Google Sheets and Numbers. Change any blue cell and everything else updates.
After the show
Fill in the real numbers next to your estimates once the show is done. The gap between what you planned and what happened is the most useful thing you'll have when you plan the next one.
Do it on CardMap
See what you'd take home
Type in your ticket and table prices to see the fees and what lands in your account.