Budget Calulator
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BUDGET CALCULATOR

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Courtesy of Event-plannerwest.com

Event Site/Facility

Rental Fee ________

Permit(s)/License ________

Labor ________

Subtotal $ _______


Rentals

Heat/Air______________

Furniture ________

Tables ________

Registration Tables ________

Chairs ________

Pipe & Drape ________

Carpeting/Flooring ________

Props ________

Tents/Canopies ________

Staging (skirting, stairs) _____________________

Risers ________

Stanchions/Ropes ________

Labor ________

Subtotal $ _______


Food Services

Food ________

Beverages ________

Bartender fees ________

Catering fees ________

Equipment ________

Tables/Chairs ________

Supplies-Linens, China, _____________________

Glasses, Utensils ________

Labor/Staff ________

Gratuities ________

Tax ________

Health Permits ________

Personnel/VIP/Guests/ ____________________

Volunteers ________

Misc. Charges ________

Subtotal $ _______


Audio-Visual

Television Monitors ________

Video Players/Recorders ______________________

Cameras ________

Overhead Projectors ______________________

Projectors/Carts ________

Slide & Film ________

Screens ________

Lecterns/Podiums ________

Microphones ________

Reel-to-reel Tape Recorders ______________________

Disc Players ________

Sound System ________

Walkie-Talkies ________

Pointers/Marking Pens _____________________

Flip Charts ________

Blackboards ________

Computer Interfaces ____________________

Technical Staff ________

Labor ________

Subtotal $ _______


Electrical

General Lighting ________

Special Lighting ________

Generator ________

Extension Cords ________

Video Production ________

Other Rentals ________

Labor ________

Subtotal $ _______


Decorations

Event Decor ________

Stage Decor ________

Stage Backdrop ________

Centerpieces/Table Decor ________

Flowers/Plants ________

Candles ________

Balloons ________

Speciality Linen ________

Chair Covers ________

Signs ________

Props ________

Paper Supplies ________

Misc. Charges ________

Labor ________

Subtotal $ _______


 

 

Entertainment

Music ________

Talent ________

Celebrity ________

Speakerís Fees ________

Models ________

Labor ________

Other ________

Subtotal $ _______


Utilities/Waste Management

Water Hookup ________

Restrooms/Portopotties ________

Trash/Dumpsters/ ________

Receptacles ________

Disposal Service ________

Setup Crew ________

Cleanup Crew ________

Supplies ________

Misc. ________

Subtotal $ _______


Promotion/Advertising

Newspapers ________

Magazines ________

Radio ________

TV ________

Show Signs ________

Street Signs ________

Directional Signs ________

Banners ________

Printed Photos ________

Promotional Items ________

Radio/TV/Video Production ________

Subtotal $ _______


Security

Facility ________

Private ________

Subtotal $ _______


Insurance

Gen. Liability Insurance ________

Rider ________

Specialized ________

Subtotal $ _______


Design & Printing

Designer ________

Business Cards ________

Brochures ________

Media Kit ________

Registration Packets ________

Posters ________

Flyers ________

Invitations ________

Tickets ________

Letterhead/Envelopes ________

Specialty Items ________

Duplicating/Photocopies ________

Logo ________

Program ________

Subtotal $ _______


Misc. Printing/Specialities

Menus ________

Maps ________

Sponsor Signs ________

Special Area ________

VIP Area ________

Name Tags/Holders ________

Place Cards ________

Awards,Recognitions ________

Engraving ________

Certificates ________

Prizes ________

Frames ________

Thank You Cards ________

Other ________

Subtotal $ _______


Transportation/Parking

Limousine/Car Rental ________

Valet Area ________

Shuttle ________

Mileage Reimbursement ________

Labor/Personnel ________

Subtotal $ _______


 

On-Site Transportation

Truck/Van Rental ________

Carts/Hand Trucks ________

Special Vehicles ________

Other ________

Labor ________

Subtotal $ _______


Travel/Accommodations

VIP Travel ________

Limousine/Car Rental ________

Hotel ________

Staff Travel ________

Limousine/Car Rental ________

Hotel ________

Subtotal $ _______


Personnel

Event Manager ________

Show/Event Staff ________

Additional Staff ________

Overtime ________

Host/Hostesses ________

Registration ________

Consultants ________

Public Relations ________

Other ________

Subtotal $ _______


Emergency Considerations

Medical ________

Ambulance ________

Rain Plan Cost ________

Canopies/Tents/Coverings ________

Subtotal $ _______


Misc. Costs

Accounting ________

Legal Counsel ________

Office Supplies ________

Office Equipment ________

Phone ________

Ticket Sales Fees ________

Warehouse ________

Mileage ________

Parking ________

Extra Supplies ________

Event Photographer ________

Event Videographer ________

Coat Check

Volunteer

(Appreciation Activity/Gifts)________

Complimentary Tickets ________

Local, state, federal taxes _______

Misc. Gratuities ________

Specialized Labor ________

Other ________

Subtotal $ _______


Postage/Shipping/Storage

Postage ________

Bulk Mail/Permits ________

Mail House ________

Freight ________

Delivery Service ________

Drayage ________

Subtotal $ _______


Total Expenses $ ____________

Income

Event Income $__________

Booth Space Sales $________

Ticket Sales/Admission $________

Sponsors/Underwriters $________

Donations $________

Merchandise $________

Raffle $________

Auction $________

Bar $________

Ad Program $________

Other $________

Total Income $ ______________

Event Profit or Loss $ _________

 

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