Budget
(Created on 01/02/2009 18:37 - Edited on 09/08/2011 11:57)
And the event costs?
All the items you need to allow for when setting the budget for an event.
Organising an event requires a great deal of energy, time and above all, money. So before you start planning, it is a good idea to list all the components of your event in order to draw up an accurate estimate of the costs.
Printed materials
- Invitations with a reply card
- Envelopes
- Admission tickets
- Letters of confirmation and thanks
- Route map
- Flyers, posters, etc.
- Handouts
- Programme
- Press folders
- Menus, name cards and table cards
- Drink vouchers
- Badges
- Flags and other textile printing
- Postage and copying costs
- Labels
Location and equipment
- Venue rentals (may or may not include cloakroom, furniture, stage, changing rooms, lighting, parking facilities and cleaning costs)
- Direction signs (indoor and outdoor)
- Decoration (flowers, themed decoration, etc.)
- Car park charges (block booking of covered car park, parking tokens)
- Toilet facilities
- Heating, air conditioning
- Non-food preparation (all tableware including cutlery, glassware, crockery, linen, napkins, etc.)
Catering
- Food and beverage for all participants and guests
Filling in the programme
- Entertainment
- Speakers and masters of ceremonies
- Activities
- Children's programme (crèche)
- Audiovisual and technical equipment
- Special effects (e.g. fireworks)
Miscellaneous
- Giveaways
- Website
- Photographer, video technician
- Transport for materials and guests (e.g. VIP transport)
- Additional labour (e.g. hosts, car park attendants)
- First aid
- Hotel costs
- Licences and insurance
- Organising agency or in-house organising costs, as appropriate
- VAT
Tip: It is also advisable to build 10% into the budget for unforeseen expenses.
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