EVENT BUDGET -- WORKSHEET
Proposed Name of Event: _____________________________________ Proposed Day & Date of Event: __________ Proposed Location of Event: ________________
This Budget Worksheet covers many of the commonly encountered line items for producing an event. The particulars of your event may include other points for consideration and you may not be concerned with several of the ones that are listed. Fill in all that apply in Section I. You will need a copy of your talent’s Contract and technical “rider” (the information that lists what a performer requires to present their show). Remember that all Contracts must be reviewed and signed by the Office of Student Programs. Hopefully, you are completing this process BEFORE having made any promises and/or contractual arrangements with the presenter, but AFTER inquiring as to their availability, interest in presenting at MHC, and their requirements for a show. As a promoter/presenter, BEFORE YOU AGREE to do so, it is your responsibility to make sure you can present and can afford to present a quality show. Sections II and III can be used if you are requesting additional funds from a college department. If you require any help drafting your budget and production plan, please feel welcome to call on the professional staff in the Office of Student Programs, x2478.
I. EXPENSES Production Costs
Talent / Artist Fee
AMOUNT NOTES:
$ Sometimes referred to as an honorarium, and is generally paid by a college or registered organization check, at the time of performance. Generally colleges do not need to pay advance deposits to secure a contract. If a middle agent has contracted the talent for you, a separate fee may be due. Most on campus venue use by students is free of charge. Unless you are a practiced promoter you will need assistance determining if the college can provide the sound required or if you will have to spend money on sound. Ask at Student Programs. Often performers need equipment that is too difficult for them to travel with, i.e., pianos, drum kits, amplifiers, projection equipment, etc. They may require that you provide them and it may cost to do so. Professional performance pianos need to be tuned just prior to the show. See sound notes above – same applies to lighting. Often performance gear has special electrical needs, and may require an electrician. Large shows (or shows with heavy or specialized gear) may require the hiring of professional stagehands. Many of our productions are staged by the Student Programs Stage Crew at no cost to student organizations. These needs are determined when our Public Safety reviews your event. Some fees apply for Facilities Management to provide furniture set-up and the like. Some fees apply for Facilities Management to provide custodial services. Decorations must meet college safety guidelines. Large-scale events sometimes opt to print shirts for staff identification or as commemoratives. Be sure to read your artist materials to see if other needs are mentioned, and to have a conversation with the person that manages the space you plan to use for their advice on other budget considerations. These are generally negotiable items that you may choose to include or not include in your event. They are often the things that make artists, volunteers, and staff feel welcome and good about their work, but you have to choose wisely within your budget. Occasionally lodging is required by a performer. It is generally easier however to establish a comprehensive artist fee that leaves the responsibility of booking hotels up to the artist or agent. Similar to hotels, with the added emphasis that the college strongly discourages you from taking responsibility for any air travel. This may be as simple as take-out food that you plan to pick up or you may need the services of a caterer (Willits, or other licensed and college approved vendor).
Agency Fee Venue Rental Sound Gear / Engineers
Band Gear Rental / Audio-visual Equipment / Special Microphones Piano Tuning Lighting / Spotlight Rental Electrician Fees Stage hand Labor
Security / Public Safety Fees Set-up / Facilities Clean-up / Custodial Decorations Staff T-Shirts Other:
Hospitality Costs
$ Hotel
Transportation Artist food / Catering
Crew / Volunteer Food Audience Food Bartending or Beverage Service Restrictions apply; ask for details. Contact Dining Services / Cash Operations, x 2522 for a quote.
$
Production Costs
Ticket Printing or Box Office Costs Programs Flyers / Postering Services Print Ads Other:
TOTAL EXPENSES a.
**Use Sections II and III if you are requesting addi tional funding from departments or administrative offices.
II. INCOME / FUNDING
SGA Funding Org. Account Contribution Additional Sponsors, and Their Pledges: Additional Sponsors, and Their Pledges: Additional Sponsors, and Their Pledges: Additional Sponsors, and Their Pledges: Total Available Funds before this request for funding.
$ Funds earmarked for this project. Funds earmarked for this project. Source: Source: Source: Source: b. *** Remember that you cannot enter into a contractual agreement until you have secured all of the necessary funds and Student Programs has reviewed the contract!!! To estimate ticket income multiply conservative expected attendance by ticket price – this money is generally considered UNRELIABLE and should not be a part of the foundation of your budget!
Anticipated Ticket revenue (if any) Ticket price $ _____ x ________ = Ticket price $ _____ x ________ =
c.
III. PROFIT Estimates *
Calculate Expenses – Projected Income a – (b + c) = Funding Request Amount d. It should be noted that most campus programming has as its primary goal the enhancement of campus life, and actual financial profit from events is rare.
e.
* IF you anticipate profit from this event, where do you hope to apply those funds? (beneficiary, organization account, a specific future event, a party to thank all who helped….)
__________________________________________________________________
FOR OFFICE USE ONLY Date application received: _________________________ By: ________________________ Date of review: ______________________________________________________ Amount of Funding Granted: ___________________________ Signature of Approval: ________________________________________________ Sponsor Contact and Date Notified: __________________________________ ______________ Notes regarding transfer of funds / administration of check: