Organiser Planning Calculator
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Registration Planning Calculator
A lightweight planning tool for CITCON organisers, based on attendance and t-shirt ordering experience from recent events including CITCON Europe 2026 Helsinki. Enter your current registration numbers to get catering and t-shirt order estimates.
No data is sent anywhere. All calculations happen in your browser.
Catering Estimate
Post-COVID planning baseline: Around 50% of registrants
typically attend CITCON. Order catering for expected attendance plus a
10% buffer — equivalent to registrations × 55%.
Example: 88 registrations → 44 expected attendees → +10% buffer = 48.4 → order 49.
Catering can often be adjusted closer to the event; use these figures as your early estimate.
Example: 88 registrations → 44 expected attendees → +10% buffer = 48.4 → order 49.
Catering can often be adjusted closer to the event; use these figures as your early estimate.
T-Shirt Estimate
T-shirt orders are usually placed earlier than catering, so estimates
matter more. Enter the count of each shirt-size request from your
registration form. “No Shirt” responses are excluded
from the order.
The baseline uses 66% of each size’s requests (not the catering formula). Sizes with very few requests are noted so you can round them up manually. A small safety buffer is added to the total.
The baseline uses 66% of each size’s requests (not the catering formula). Sizes with very few requests are noted so you can round them up manually. A small safety buffer is added to the total.
| Size | Requests | Baseline (×66%) | Recommended |
|---|---|---|---|
| Small | — | — | |
| Medium | — | — | |
| Large | — | — | |
| X-Large | — | — | |
| XX-Large | — | — | |
| Other / Custom | — | — | |
| No Shirt | excluded from order | ||
| Totals | — | — | — |
Shirt requests (excluding “No Shirt”):
—
After rounding per size: —
Safety buffer: — (spread across M / L / XL)
Recommended total shirt order: —
After rounding per size: —
Safety buffer: — (spread across M / L / XL)
Recommended total shirt order: —
Planning Notes
- Catering vs. t-shirts need different assumptions. Catering can often be adjusted closer to the event; shirts usually need earlier estimates.
- Catering default: registrations × 55% (50% no-show rate plus a 10% catering buffer). Adjust if your event has a different historical pattern.
- T-shirt default: size requests × 66%, rounded per size, plus a fixed safety buffer of 3–5 shirts — spread across Medium, Large, and X-Large. Exclude “No Shirt” from the count.
- Helsinki 2026 reference: 88 registrants, 46 attended (47.7% no-show). Catering was ordered for 65 — too high. A 55% estimate would have given about 49. T-shirt orders came out 4 shirts short, which is why the default safety buffer is 4.
- These are planning guidelines, not guarantees. Use your local knowledge and early registration pace to tune the defaults.