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Event Budget Template

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               Every event has a cost and a source of money available to achieve its objectives. As event planning starts to take shape, it is essential to build a realistic budget since it will help to drive what is and isn’t possible to do. To help achieve that, GPetrium built an event budget template in excel.

event budget template overview

How to use

               Due to its simplicity, the event budget template contains only three major areas: Summary, Income and Expenses. To begin, fill out the income and expense estimates. The summary will show what the balance of the event budget is. In most cases, it is important to stay within the budget, so the proposed balance should be 0 or greater. 

               As the event income and costs start to happen, users should begin filling out the actuals, helping to build clarity and understanding on the event budget template.

Summary

               This segment provides a view of the event income and expense projections and actual. It includes a graph and summary table. It is auto-populated once income and expenses are filled out.

event budget template summary

               ‘Actuals vs Proposed’ graph give the user a visual benchmark of the income and expense estimates as it relates to the actuals.

The summary table consists of six values:

  • Proposed Income – Summarizes the estimated income available in the ‘Income’ segment
  • Proposed Budget – Total estimated expenses for the event planning budget.
  • Proposed Balance – [Proposed Income] minus [Proposed Budget].
  • Total Income – Summarizes the actual income available in the ‘Income’ segment.
  • Total Expense – Sums the actual expenses incurred throughout the event.
  • Actual Balance – [Total Income] minus [Total Expense]

Income

event budget template income area

               Every income item is expected to be added to the table to help determine the estimates and actuals for the event budget. It consists of 4 headers:

  • Name – A user-defined name to the income line item. For example, “Ticket Sales x300” or “Premium Seat Sales x50”. It is possible to fit 42 characters.
  • Category – Tag associated with the name of the income.
  • Estimated – Expected amount of income generated or resource available to the event budget.
  • Actual – Actual amount of income generated by the event.

Expenses

event budget template expense area

               There is a multitude of costs that can come from hosting an event, therefore it is essential to plan and manage the expenses accordingly. This segment uses the same headers as the income, except that it is targeted to the event budget expenses.

               For those interested in printing a copy of the event budget, all that is needed is to press CTRL+P or go to File -> Print.

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