RRG · Event Economics

01 · Map the costs 02 · Measure the return

PART 01

Map the costs

Build the budget before you book. Add actual spending as invoices arrive.

Event brief

Cost plan & actual spending

All amounts use the selected currency; changing it does not convert amounts. Enter gross costs; log savings once below.

Cost item	Quantity	Unit rate	Planned	Actual gross	Booking status

Hotel quantity = rooms × nights. Meals = people × travel days.

Shipping comparison & relationship notes

Relationship savings are entered in the savings fields above. Gifts belong in cost items. No external connections tracker is linked.

PART 02

Measure the return

Connect event spend to paying clinics, revenue and contribution profit.

Starter example: 20 leads × 30% conversion × 5,000 revenue per clinic from your workbook. The 60% contribution margin is an illustrative assumption—replace it with your economics.

Actual results use recorded costs, collected revenue and direct costs only. They are incomplete until all invoices and attributed sales are recorded.

Conversion funnel

Revenue & profitability

What it takes to break even

Conversion sensitivity

Performance against the plan

Follow-through & handoff

How the calculations work

Planned investment = sum of quantity × unit rate, less planned savings (capped at gross costs), plus the contingency percentage of that net subtotal. Actual investment = recorded gross costs less actual savings (capped at recorded costs). Unentered actual costs are incomplete, not confirmed zero.

Forecast clinics = leads × qualification rate × booking rate × show rate × close rate. Set optional stages to 100% for a direct leads-to-clinics model. Fractional clinics are expected values, not literal partial customers.

Forecast revenue = expected clinics × revenue per clinic over the chosen measurement window. Contribution profit = revenue × contribution margin. Include product costs, fulfillment and variable sales commissions in your margin; do not count event costs in the margin as well. Net event contribution = contribution profit − event investment. ROI = net event contribution ÷ event investment. Revenue / spend is shown separately.

Actual contribution = collected attributed revenue − recorded direct costs. Actual ROI uses this contribution and recorded event spend. Attribute a sale to one event once. Break-even clinics round up investment ÷ contribution per clinic; required leads use the complete forecast funnel. These are contribution-based returns, before corporate overhead and taxes.

Source: Boston Translational Longevity Summit logistics workbook. Travel presets retain its USD flight, room, registration, ground and meal rates; reprice these if using another currency. Meal days are now explicit. Shipping quotes are explicitly round trip and are not doubled automatically. Nights are editable independently of event dates. Forecast assumptions are illustrative, not guarantees.