Fillable Printable Sample Event Budget
Fillable Printable Sample Event Budget
Sample Event Budget
Sample Event Budget
Provided below is an in depth list of items that could potentially cause expenses in your
budget. Many events will not need as in depth of a budget.
Potential Location Costs:
Site rental fee $________
Projected tips $________
Permit(s)/license $________
Additional labor $________
Subtotal $________
Potential Rental Needs:
Heat/air $________
Furniture (tables and chairs) $________
Pipe & drape $________
Carpeting/flooring $________
Props/tents/canopies $________
Risers/staging (skirting, stairs) $________
Stanchions/ropes $________
Labor $________
Subtotal $________
* Make sure your cost includes delivery, set up, and tear down. Be clear with delivery date
when ordering!
Potential Food and Beverage Costs:
Food/catering $________
Beverages/bartender $________
Equipment (ex. steamer for hot dogs) $________
Linens, glasses, utensils, plates, etc. $________
Labor/staff $________
Gratuities $________
Tax $________
Health permits $________
Misc. charges $________
Subtotal $________
* Make sure there is enough food for the number of guests you expect and work closely with
your caterer or friends to minimize cost.
Potential Audio-Visual/Entertainment Costs:
Television monitors $________
Recorders/cameras/film $________
Overhead projector/cart/screen $________
Lecterns/podiums/microphones $________
Disc players/sound system $________
Walkie-talkies $________
Pointers/marking pens $________
Flip charts/blackboards $________
Computer interfaces $________
Technical staff/labor $________
Music/talent/celebrity fees $________
Other $________
Subtotal $________
* Is everything compatible? Do you need Internet a ccess? Think of any questions before you
contact a vendor to minimize potential problems.
Potential Lighting Costs:
Special lighting (pictures/videos) $________
Generator/extension cords $________
Labor $________
Subtotal $________
Decorations and Supplies
Event/stage/table decor $________
Stage backdrop $________
Flowers/plants $________
Specialty linens $________
Chair covers $________
Signs/props $________
Paper supplies $________
Misc. charges $________
Labor $________
Subtotal $________
Potential Trash Removal Considerations:
Water Hookup $________
Restrooms/port-o-potties $________
Receptacles/dumpsters/trash service $________
Disposal service $________
Cleanup crew $________
Supplies $________
Misc. $________
Subtotal $________
Security
Facility $________
Private $________
Subtotal $________
Insurance
Gen. Liability Insurance $________
Rider $________
Specialized $________
Subtotal $________
Collateral Mater ials
Advertising $________
Business Cards $________
Brochures $________
Media Kit $________
Registration Packets $________
Posters $________
Flyers $________
Invitations $________
Tickets $________
Paper/envelopes $________
Specialty items $________
Duplicating/photocopies $________
Program $________
Subtotal $________
Misc. Printing/Specialties
Menus $________
Maps $________
Sponsor signs/name tags/holders $________
Place cards $________
Prizes $________
Frames $________
Thank you cards $________
Other $________
Subtotal $________
