Today we will talk about the brain aspect of events..the budget!
Time consuming but so important: no event can live on without the allocated funds to support it.
Here’s a list used from a source as a creditable back-up to what might be common sense to some of you, and a whole new world for those just embarking on the event planning journey. As a good rule, add 20% to each item to account for inflation or unexpected charges.
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Site rental costs. Is there a local spot free of charge you can use? Outdoors?
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Catering costs. Can you have food and beverages donated?
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Document transportation charges. If your guests are traveling on their own, will you pay for parking or make money off of this expense?
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Decorations. Will you need decor, wristbands, flowers..?
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Document entertainment & equipment fees. Will you need honorariums for your speakers? Be sure to include A/V charges.
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Print costs. Check with local competitors to get the best price!
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Gifts Will you provide an event for your volunteers? Will your guests leave with a token of your appreciation?
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Identify activities expenses. Will there be a kids area?
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Post other expenses. Is there something unique to your event that will need to be included?
Summarize actual expenses. This will be a helpful tool in planning next year’s event- or even passing along to a new event coordinator.
Before Buying
Check if your organization is tax-exempt. (501 (C) (3) non-profit organizations will be)
Check to see if you can have sponsors donate any of the above items.
Check to see if a board or volunteer organization has the funds, time or resources to donate any of your expenses.
Happy Planning,
GG
It's a party: festivals and public relations 
Reblogged this on be mindful & daring and commented:
here’s my blog all about PR & Festivals if you’d like to get a glimpse into the other side of myself! Leave thoughts, well wishes, all that good stuff
I love your blog Gabbi, but I really like this post! With all of the busy work that goes along with planning an event, I often forget a lot of what needs to be included in the budget. Your list is a good reminder, and of course your layout looks fabulous!
What a great layout for the blog. Even though I’m a guy and would never think of PR and party/festival planning as something to go into, I found it very interesting to see all the nitty-gritty details that go into executing a great event. The tips for budgeting are not only good for PR event planning but also great for anytime you find yourself in charge of planning and producing a festival.
I especially liked the little “Before Buying” section at the end of your post. Too often we form a budget, think we have just enough funds, and then go out and buy everything. Only too late do we realize that we could have at least saved money or even prevent a loss by taking a breath and asking around for donations or checking around for volunteers.