Skip to content
Discebo.dk

§ 20

Registered, present and envelopes

How many envelopes should we order for 400 registered?

Answer: At free events, conferences and open days, not everyone who has signed up attends. If you order food for all who signed up, you pay for empty places. If you order too little, there is not enough food. The calculator uses your own attendance percentage from previous events and a small safety margin and shows how many place settings should be ordered, and what it saves compared to ordering for everyone.

Formula

Forventet fremmøde = tilmeldte × fremmødeprocent

Kuverter = forventet fremmøde × (1 + sikkerhedsmargin), rundet op, højst lig antal tilmeldte

Besparelse = (tilmeldte − kuverter) × kuvertpris

Symbols and units in the formula
SymbolMeaningUnit
tilmeldteRegisteredpersoner
fremmoede_pctExpected attendance (from previous events)%
margin_pctSafety margin above attendance%
kuvertprisPrice per coverkr
=Envelopes to orderkuverter
=Expected attendancepersoner
=Saving compared to ordering for all registeredkr
=Envelope costskr

Validity and source

Source
Event planning: attendance percentage from your own previous events

Does not apply when

  • Attendance depends on whether event is free weather day of week and how long before people signed up. Use your own figures and send reminder couple days before so attendance becomes more certain. Ask catering company how late number can be changed and if there is minimum.

Worked example

The calculator's own default values inserted. The figures are calculated with exactly the formula the tool uses.

Substituted

  • Registered400 personer
  • Expected attendance (from previous events)75 %
  • Safety margin above attendance5 %
  • Price per cover450 kr

Giver

  • Envelopes to order315 kuverter
  • Expected attendance300 personer
  • Saving compared to ordering for all registered38,250 kr
  • Envelope costs141,750 kr

Members only

The calculator itself is locked

Create a free user account to unlock all articles, calculators, templates and range — and get access to quizzes and classes. It takes less than a minute: name, email and a password. No payment card.

Create free user →Log in

Want to try something first? See what you can use without an account — the junior zone, the encyclopedia, the videos and more.

Sådan bruger du den

Ved gratis arrangementer kommer ikke alle tilmeldte. Bestiller du mad til alle, betaler du for tomme stole. Beregneren bruger jeres egen fremmødeprocent og en sikkerhedsmargin og viser, hvor mange kuverter der skal bestilles.

Step by step

  1. Find antallet af tilmeldte.
  2. Find fremmødeprocenten fra tidligere arrangementer af samme type.
  3. Vælg en sikkerhedsmargin, fx 5 %.
  4. Kuverter = tilmeldte × fremmøde × (1 + margin), rundet op.
  5. Aftal med cateringen, hvornår antallet senest kan rettes.

Typical errors

  • At bruge en fremmødeprocent fra et betalt arrangement til et gratis.
  • At glemme talere, personale og fotograf i antallet.
  • At glemme vegetar og allergi, når antallet rettes.

Examples from everyday life

Gratis konference for medlemmer

400 har tilmeldt sig en gratis medlemskonference. Sidste år kom 75 %. Frokosten koster 450 kr pr. kuvert.

Registered
400 people
Expected attendance (from previous events)
75 %
Safety margin above attendance
5 %
Price per cover
450 kr

It means: Bestil 315 kuverter. Det forventede fremmøde er 300 people, og I sparer 38,250 kr i forhold til at bestille til alle.

Betalt kursus med højt fremmøde

60 har betalt for et kursus. Fremmødet plejer at være 95 %, og frokosten koster 285 kr.

Registered
60 people
Expected attendance (from previous events)
95 %
Safety margin above attendance
5 %
Price per cover
285 kr

It means: Her skal der bestilles 60 kuverter, altså til alle tilmeldte, og besparelsen er 0 kr. Ved betalte arrangementer er der ikke meget at hente.

Rule of thumb

Til gratis arrangementer kommer der ofte kun tre ud af fire tilmeldte. Mål jeres egne tal.

How to check the answer

Kuverterne må aldrig blive flere end antallet af tilmeldte.