SAMPLE TOUR BUDGET The following is a recommended breakdown

SAMPLE TOUR BUDGET The following is a recommended breakdown of categories and expense/revenue items to be considered in budget preparation for a tour budget. Part 1: PRE-PRODUCTION EXPENSES A: ARTISTS’ FEES Choreographer (not including royalties) Performers: Rehearsal Composer/other creator(s) (not including royalties) Musicians Costume Designer Set Designer Lighting Designer Guest Artist(s) Other Artistic Fees Fee Amount X # weeks or flat fee Number of X Fee Amount X # weeks/hours or flat fee Fee Amount Number of X Fee Amount X # weeks/hours or flat fee Flat fee Flat fee Flat fee Number of X Fee Amount X # weeks/hours or flat fee Actors, Rehearsal Directors, etc. Number of X Fee Amount X # weeks/hours or flat fee Training, Visual Designer, Dramaturg, etc. AMOUNT TOTAL ARTISTS’ FEES B: TECHNICAL Technical Director Lighting Director/Stage Manager Wardrobe Supervisor Other Technical Fees Payroll Benefits Expense Other SUM OF A= AMOUNT Fee Amount X # weeks/hours or flat fee Fee Amount X # weeks/hours or flat fee Fee Amount X # weeks/hours or flat fee Fee Amount X # weeks/hours or flat fee Fee Amount X # weeks/hours or flat fee TOTAL TECHNICAL C: PRODUCTION Travel for out-of-town artists Studio Rental Music, video expenses Other SUM OF B= AMOUNT To and from place of rehearsal List and explain. TOTAL PRODUCTION D: TOTAL PRE-PRODUCTION EXPENSES SUM OF C= SUM OF A+ B+ C= 1 SAMPLE TOUR BUDGET Part 2: TOURING EXPENSES E. FEES Performers Royalties Technicians Other Number of X Fee Amount X # weeks/hours or flat fee Payment for grand rights to works in the public domain or royalty fees for rights to perform a commissioned work(s). Number of X Fee Amount X # weeks/hours or flat fee List AMOUNT TOTAL FEES F. TRANSPORATION Transportation - Air, Train or Bus Transfers Transportation - Rental Vehicles Transportation - Owned Vehicle Transportation - Local Freight - Equipment Drivers Other SUM OF E= AMOUNT Number of persons X fare From/to airport, airport taxes, baggage handling Period X rate + fuel, insurance, etc. Number of kilometres X rate per kilometre Taxis, ferries, tolls, etc. Including taxes and handling charges, transfers from/to airport/terminals Number of persons X fare List TOTAL TRANSPORTATION G. PER DIEMS Performers Technicians Company Management/Administration Other SUM OF F= AMOUNT Number of persons X number of days X amount of Per Diem per day Number of persons X number of days X amount of Per Diem per day Number of persons X number of days X amount of Per Diem per day List TOTAL PER DIEM COSTS H. ACCOMMODATION Hotels Billets This expenses can be reflected as In-Kind Revenue Other SUM OF G= AMOUNT Number of persons (single or double occupancy) X number of nights X average rate Number of persons (single or double occupancy) X number of nights X average rate List TOTAL ACCOMMODATION COSTS SUM OF H= 2 SAMPLE TOUR BUDGET I. MANAGEMENT EXPENSES Personnel Pre-Tour Travel Pre-Tour Per Diem Pre-Tour - Other Expenses Agent Fees and Expenses Insurance Brokerage Fees Visa Inoculations Communications Translations Office Supplies Entertainment, gifts Local Taxes Other Number of X Fee Amount X # weeks/hours or flat fee Number of persons X fare Number of persons X number of days X amount of Per Diem per day List Personnel, Cargo Including photographs for all personnel Long distance telephone/fax charges, couriers, postage, etc, AMOUNT Amusement, business, withholding, Union Dues, etc. List TOTAL MANAGEMENT J. PROMOTION EXPENSES Photography Audio and Videotape Promotional Materials Local Publicist Communications Press conferences Entertainment and gifts SUM OF I= AMOUNT Photo sessions, photo/slide copying Copying and transcoding Design & printing of poster, flyers, promotion kits, etc. Long distance telephone/fax charges, couriers, postage, etc, TOTAL PROMOTION K. TECHNICAL EXPENSES Scenery adjustments and repairs Costume adjustments and repairs Electrical and Sound supplies Equipment rentals Running expenses Wardrobe supplies Other SUM OF J= AMOUNT Linoleum tape, medical safety equipment, etc. Laundry/cleaning equipment, shoes, etc. List TOTAL TECHNICAL SUM OF K= 3 SAMPLE TOUR BUDGET L. OTHER EXPENSES Traveller’s Cheques Purchase Cost Loss on Exchange Interest Costs Other AMOUNT Carnet deposits, bonds, etc, List TOTAL TECHNICAL M. CONTINGENCY N. TOTAL TOUR EXPENSES O. GRAND TOTAL EXPENSES Between 2% - 5% SUM OF L= SUM OF E +F+G+H+I+J+K+L+M= SUM OF C+N= 4 SAMPLE TOUR BUDGET Part 3: REVENUES P. GOVERNMENT The Canada Council for the Arts Other Federal Ontario Arts Council Other Provincial Municipal/Regional Other APPLICATION DEADLINE APPLICATION ANNOUNCEMENT OR AS CONFIRMED AMOUNT TOTAL GOVERNMENT Q. PRIVATE Foundations In-Kind Fundraising: Special Events Other SUM OF P = PENDING OR AS CONFIRMED AMOUNT Requires charitable status or an agency agreement between you and a charitable organization. Donated services and goods. This must also be represented in the expenses. Special Events and donations TOTAL PRIVATE R. EARNED Performance Fee(s) Workshop Fee(s) Teaching Fee(s) Residency Fee(s) In-Kind Box Office – shared with presenter, in addition to a performance fee Box Office – shared with presenter, as a co-presenting event Box Office – for a self-presenting event Other SUM OF Q= PENDING OR AS CONFIRMED AMOUNT Donated services and goods. This must also be represented in the expenses. Net ticket sales based usually on 55 - 65% attendance. Such as advertising in programmes, etc. TOTAL EARNED SUM OF R= S. GRAND TOTAL REVENUES SURPLUS / (DEFICIT) SUM OF C+N= S minus O = 5