Filetype Excel XLS | Posted on 05 Jul 2022 | 3 years ago
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166x Filetype XLS File size 0.23 MB Source: su.ualberta.ca
Sheet 1: Instructions
| Student Group Services | ||||||
| SUB 0-040A | ||||||
| University of Alberta | ||||||
| Edmonton, AB, Canada T6G 2R3 | ||||||
| Tel: (780) 492-9789, Fax: (780) 492-7267 | ||||||
| Email: clubs@su.ualberta.ca | ||||||
| www.su.ualberta.ca/studentgroups | ||||||
| Instructions For Budget Template | ||||||
| This budget template is meant to help your group work with its finances for a specific event or activity! | ||||||
| Please see the SGS website for an EXAMPLE Event Budget using this template, or for help with Operating Budgets. | ||||||
| This Excel spreadsheet has three different SHEETS as part of it - these will show up as tabs on the frame of this page. They are labelled as Expenses, Income, and Profit-Loss Summary. You will need to fill out each of these sheets and customize their contents for your group. SGS has tried to give you a good basic framework to show you how a budget can be organized, but your event will most likely require you to EDIT the contents of the sheets. | ||||||
| EXPENSES | ||||||
| When you click on the first sheet labelled Expenses, you will see sections like this. | ||||||
| Estimated | Actual | |||||
| Event Location | Description | |||||
| Classrooms in Education | 1-23, 1-41 (free to student groups) | $0.00 | $0.00 | |||
| (Item) | (Description) | $0.00 | $0.00 | |||
| (Item) | (Description) | $0.00 | $0.00 | |||
| (Item) | (Description) | $0.00 | $0.00 | |||
| Totals | $0.00 | $0.00 | ||||
| This sheet in your budget is meant to categorize all your group's expenses for the event. If you are spending any money on ANYthing related to the event, make sure that it's documented here. If you haven't spent the money yet, it should still be documented here. We've given you both Estimated and Actual columns to enter amounts into. This will allow you to plan out the budget for your event and to track what you actually end up spending. Solid budgets are crucial to good events. | ||||||
| These tables are meant to be edited as you wish. SGS has provided you with some categories that might apply to your event; you are meant to edit them if they don't apply, however. Please make sure that all information you submit is actually relevant to your event - so if you aren't purchasing any Décor, for example, don't leave the table as it is - delete it, or change the contents and title so that they are relevant. If you need more space under any one of the categories, add rows - don't just start squishing charges together. The more specific you can be, the better! (Especially if you are using this template for a granting application...) | ||||||
| Estimated | Actual | |||||
| Total Expenses | #REF! | #REF! | ||||
| Estimated No. of People: | 200 | |||||
| This bar will be at the top of your Expenses sheet, and is currently formatted to automatically adjust to whatever values you enter. If you add or delete rows, you may need to check the formula - you'll know if it needs to be adjusted, because this will show up: #REF! or #VALUE! | ||||||
| If you need help with formatting your modified budget template, let SGS know and we can fix anything that's going wrong with it. Don't delete the Total Expenses table. It automatically connects with the last page on this spreadsheet, which you'll see in a bit. | ||||||
| INCOME | ||||||
| When you click on the second sheet labelled Income, you will see sections exactly like in Expenses. | ||||||
| Income from Admission Sales | ||||||
| Estimated | Actual | Estimated | Actual | |||
| 200 | 190 | Adults @ | $15.00 | $3,000.00 | $2,850.00 | |
| 20 | 50 | Children @ | $5.00 | $100.00 | $250.00 | |
| (Estimated Numbers) | (Actual Numbers) | Other @ | (Cost per unit) | #VALUE! | #VALUE! | |
| #VALUE! | #VALUE! | |||||
| Income from Ad Sales in Program | ||||||
| 10 | 11 | Covers @ | $20.00 | $200.00 | $220.00 | |
| (Estimated Numbers) | (Actual Numbers) | Half-pages @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Quarter-pages @ | (Cost per unit) | #VALUE! | #VALUE! | |
| #VALUE! | #VALUE! | |||||
| This sheet in your budget is meant to categorize all your group's income for the event. Just like the Expenses sheet, you have both Estimated and Actual columns so that you can keep track of how much income you hope or are planning to get as well as the money that you actually receive. Requests for sponsorship go here, grants go here, ticket sales... Like the sheet before it, it's meant to be customized to your event. | ||||||
| Same goes for this spreadsheet - edit accordingly, and be as detailed as you can. Also keep in mind that even if you don't have ad sales, or ticket sales, or anything… you must have SOME source of income. Otherwise, how are you planning to pay for your event? If your group is planning to use revenue from an earlier event in the year, make sure you document that as Income. If individual members are donating things to your group so you don't have any costs, document that as Income. | ||||||
| Estimated | Actual | |||||
| Total Income | #REF! | #REF! | ||||
| This bar will be at the top of your Income sheet, and is currently formatted to automatically adjust to whatever values you enter. If you add or delete rows, you may need to check the formula - you'll know if it needs to be adjusted, because this will show up: #REF! or #VALUE! | ||||||
| PROFIT-LOSS SUMMARY | ||||||
| Depending on the values entered in the first two spreadsheets, this sheet of your budget will change to reflect your current and estimated financial standing. It's a good way for you to take a quick look at your budgeting. If your anticipated or estimated income is way below your anticipated or estimated expense, you're going to need to do some hard work. You should prepare a budget at the very beginning of your planning process, so that you know immediately whether you have to seek additional funding. Be aware that even if you can make your anticipated income match your expenses, through sponsorship or granting or donations, you may still fall short of that goal in today's economic climate. In those circumstances, you need to have a backup plan. Can you cut any costs from your budget? Which items are essential to the planning process, and which ones can you leave off purchasing till the end when you can evaluate your finances? Are there cheaper venues, or printing companies, or forms of entertainment? | ||||||
| If you run into any problems planning your event, budgeting, or figuring out how to make things work - come talk to SGS! We're here to make your lives easier, and we are more than willing to go out of our way helping your events succeed on campus. | ||||||
| USING THIS BUDGET TEMPLATE FOR A GRANTING APPLICATION? MAKE SURE YOU ATTEND ONE OF OUR GRANTING INFO SESSIONS, OR MAKE AN APPOINTMENT TO REVIEW YOUR APPLICATION AND BUDGET BEFORE YOU SUBMIT IT! EMAIL US AT CLUBS@SU.UALBERTA.CA. | ||||||
| Student Group Services | |||
| SUB 0-040A | |||
| University of Alberta | |||
| Edmonton, AB, Canada T6G 2R3 | |||
| Tel: (780) 492-9789, Fax: (780) 492-7267 | |||
| Email: clubs@su.ualberta.ca | |||
| www.su.ualberta.ca/studentgroups | |||
| Event Budget for [Event] | |||
| Expenses | |||
| Estimated | Actual | ||
| Total Expenses | $0.00 | $0.00 | |
| Estimated No. of People: | 200 | ||
| Estimated | Actual | ||
| Event Location | Description | ||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Décor | |||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Marketing | |||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Miscellaneous | |||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Meals/Refreshments | Description | ||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Program | |||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Prizes | |||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Items to Sell (Inventory) | Description | ||
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| (Item) | (Description) | $0.00 | $0.00 |
| Totals | $0.00 | $0.00 | |
| Student Group Services | ||||||
| SUB 0-040A | ||||||
| University of Alberta | ||||||
| Edmonton, AB, Canada T6G 2R3 | ||||||
| Tel: (780) 492-9789, Fax: (780) 492-7267 | ||||||
| Email: clubs@su.ualberta.ca | ||||||
| www.su.ualberta.ca/studentgroups | ||||||
| Event Budget for [Event] | ||||||
| Income | ||||||
| Estimated | Actual | |||||
| Total Income | #VALUE! | #VALUE! | ||||
| Income from Admission Sales | ||||||
| Estimated | Actual | Estimated | Actual | |||
| (Estimated Numbers) | (Actual Numbers) | Adults @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Children @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Other @ | (Cost per unit) | #VALUE! | #VALUE! | |
| #VALUE! | #VALUE! | |||||
| Income from Ad Sales in Program | ||||||
| (Estimated Numbers) | (Actual Numbers) | Covers @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Half-pages @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Quarter-pages @ | (Cost per unit) | #VALUE! | #VALUE! | |
| #VALUE! | #VALUE! | |||||
| Sponsorship Income | Company | Description | ||||
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | |||||
| Income from the Sale of Items | ||||||
| (Estimated Numbers) | (Actual Numbers) | T-Shirts @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Buttons @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | CDs @ | (Cost per unit) | #VALUE! | #VALUE! | |
| (Estimated Numbers) | (Actual Numbers) | Items @ | (Cost per unit) | #VALUE! | #VALUE! | |
| #VALUE! | #VALUE! | |||||
| External Donations or Grants | Company | Description | ||||
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | (Organization) | (Description) | $0.00 | $0.00 | |
| $0.00 | $0.00 | |||||
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