SAMPLE BUDGET Be generous when estimating money and manpower
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SAMPLE BUDGET Be generous when estimating money and manpower needs. Always get three estimates on each line item to ensure the most accurate idea of the going rate.This sample budget is only a guideline to get you started. EXPENSES Cost Space rental $ Security $ Additional Site Costs $ Security deposit(s) $ Stage rental and set-up $ Tenting (outdoor events) $ Audio/Visual $ Special set-ups $ Workers/Volunteers $ Insurance (Liability) $ Parking service or valet parking $ Food and Catering $ Food purchases $ Soft drinks, bottled water $ Equipment rental $ Gratuities (average 18%) $ Staff meals $ Tear-down costs $ Entertainment $ Live music $ Hotel, travel, and transportation $ Recorded music $ Piano and instrument rental $ Special set-up costs $ Giant projector screen $ Musician fees or honoraria $ Piano tuner $ Ambience $ Decorations $ Prop rentals $ Flowers $ Candles and candle holders $ Lighting and other AV equipment $ Special linens $ Party designer $ Set-up crew $ Misc. or other expenses $ Total Expenses $ INCOME Item Price Sales Totals Ticket sales $ Sponsorships $ Donations $ Other revenue-generating activities (silent auction, promotional contests, etc. $ Program book ads $ Other $ Total Projected Income $ SPECIAL EVENT UNDERWRITING Possible Saleable Items Value # of Sponsors Amount Advertising (sell many event sponsorships) $ Awards and plaques $ Dinner $ Food and Service $ Beverages $ Flowers and Decorations $ Party favours $ Music $ Invitations $ Tickets $ Press kits $ Program books $ Signage $ Reception $ Photographers/Videographers $ Sound and light equipment $ Transportation and lodging $ Other $ Total Underwriting $ Total Income for Event $ One way to drum up local support is with an underwriting party. Make a list of the things for which you would like to secure financial backing. Check the budget sheet to make sure everything is included. Prior to the party, distribute the list of items and what each costs (these can be sent along with a letter of invitation asking the recipients if they’d like to help underwrite the event by making a cash donation.) Then invite everyone to the underwriting party, at which it’s customary to serve light refreshments. At the party, spend five to ten minutes either discussing the mission and accomplishments of ADRA Canada or, show a brief ADRA dvd, or bring in some people that have received help from ADRA to speak. Announce the sponsorship commitments already received and thank those companies for their participation. Hand out the list of things that remain to be underwritten, explain the benefits of sponsorship, and encourage those who haven’t yet done so to pitch in.