OutbidX Team · May 29, 2026 · 3 min read
A platform's headline price does not tell you what an event will cost. Build a worksheet that separates subscription charges, percentage fees, per-sale charges, processing and the event's own expenses. Compare the same assumptions across your options.
List every cost component
- Subscription or event fee: include every billing period you expect to use.
- Percentage sale fee: identify which transactions it applies to.
- Per-sale charge: multiply by the number of applicable purchases.
- Payment processing: use the processor's relevant rate and assumptions.
- Event costs: include venue, printing, packaging and other agreed expenses.
Ask about refund treatment, support arrangements, item limits and cancellation terms before deciding. A higher subscription may or may not suit your event depending on sales, purchase count and the features you need.
A fictional budget calculation
Suppose ten successful card sales total CAD 2,000. For illustration only, assume a 10% platform fee plus CAD 1 per sale and processing estimated at 2.9% plus CAD 0.30 per sale. This simplified scenario excludes refunds, monthly subscription, taxes and event expenses.
| Component | Calculation | Amount |
|---|---|---|
| Percentage platform fee | 2,000 × 10% | CAD 200 |
| Per-sale platform charge | 10 × 1 | CAD 10 |
| Estimated processing | 2,000 × 2.9% + 10 × 0.30 | CAD 61 |
| Remaining before other costs | 2,000 − 200 − 10 − 61 | CAD 1,729 |
The calculation demonstrates why both total sales and purchase count matter. Ten purchases and forty purchases can have different costs even if the gross amount is the same.
Apply current prices to your own scenarios
Check OutbidX's current pricing when planning; dated article examples are not a promise of current rates. Include the monthly charge separately from the site's sale estimate. Actual processing costs can vary, and the website calculator is an estimate.
Make three scenarios: fewer sales than expected, your working target and a stronger result. Add unsold items and your event expenses. Then ask whether the chosen plan's limits and operating tools fit each scenario, rather than selecting on the most optimistic number.
Separate gross activity from collected proceeds
A leading bid, card authorization or recorded cash commitment is not money received. After the event, review paid, pending and refunded purchases, cash collected and the seller's payment records. Bank payout timing depends on the seller's account and processor requirements.
OutbidX is currently in preview/test mode. A successful rehearsal does not establish real-money collection or a bank payout; confirm launch readiness before asking guests to pay.
Your next step: Bring a purchase-count estimate and a sales estimate to your finance lead, then review the payment and reconciliation guide together.
Useful resources
- National Council of Nonprofits budgeting guide — a US nonprofit resource to help your committee build a fuller event budget.