Filetype Excel XLSX | Posted on 15 Aug 2022 | 3 years ago
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229x Filetype XLSX File size 0.03 MB Source: www.ieee.org
Sheet 1: Instructions
| SIMPLE EVENT BUDGET PLANNING TOOL | |||||||||||
| General Comments and Guidance | |||||||||||
| Developing an initial event budget is one of the critical first steps in planning an event. | |||||||||||
| As a financial roadmap, the budget helps the committee assess the feasibility of your event and is often required by OUs for approval. | |||||||||||
| The budget will guide many basic assumptions and details, including any surplus you are planning to generate. All items (expense or revenue) you anticipate should be included in your budget at the start. | |||||||||||
| The budget should be created (approved) prior to making any financial commitments. | |||||||||||
| Using historical expense and revenue actuals as a baseline helps in creating realistic budgets, while enabling you to make necessary adjustments confidently. | |||||||||||
| Project Major Expense Items – | |||||||||||
| Common types of expenses: Hotel/venue, Food & Beverage, Social Functions, registration fees, Audio Visual, Exhibit space, Committee travel, Speaker fees, | |||||||||||
| For a first time event, obtain quotes from vendors to project expenses. | |||||||||||
| MCE Business Operations and Event Management Services can assist with historical information or obtaining quotes and competitive bidding | |||||||||||
| Project Major Revenue Items – | |||||||||||
| Common revenue types of revenues: Registration, Exhibits, Corporate patronage, | |||||||||||
| MCE Business Operations can assist with setting registration fees. | |||||||||||
| Include into your budget a Contingency Expense, usually 10% of expenses | |||||||||||
| Revise the budget when any significant revenue or expense items changes | |||||||||||
| Instructions | |||||||||||
| Use the Expense and Income worksheets to capture the cost items and revenue sources you have identified for your event. | |||||||||||
| Populating "Budget" and "Actual" figures will be helpful for post event analysis | |||||||||||
| The Summary worksheet will provide total expense, income and profit/loss | |||||||||||
| Event Budget for [Your Event Name Here] | |||||||
| > Expenses | |||||||
| Estimated | Actual | ||||||
| Total Expenses | $6,400.00 | $5,065.00 | |||||
| Site | Estimated | Actual | Food & Beverage | Estimated | Actual | ||
| Room Rental | $2,500.00 | $2,250.00 | Breakfast | $2,000.00 | $1,890.00 | ||
| Site staff | $0.00 | $0.00 | Lunch | $0.00 | $0.00 | ||
| Audio Visual | $500.00 | $0.00 | Break 1 | $0.00 | $0.00 | ||
| Tables and chairs | $0.00 | $0.00 | Break 2 | $0.00 | $0.00 | ||
| Total | $3,000.00 | $2,250.00 | Total | $2,000.00 | $1,890.00 | ||
| Promotion | Estimated | Actual | Program | Estimated | Actual | ||
| Banners / Signage | $200.00 | $50.00 | Speaker fees / honoraria | $0.00 | $0.00 | ||
| Email campaign | $0.00 | $0.00 | Speaker Travel & Living | $100.00 | $100.00 | ||
| Brochures / Flyers | $150.00 | $150.00 | Speaker Gifts | $250.00 | $200.00 | ||
| Website development / Hosting | $500.00 | $350.00 | Program Brochure | $0.00 | $0.00 | ||
| Other | Other | $0.00 | $0.00 | ||||
| Total | $850.00 | $550.00 | Total | $350.00 | $300.00 | ||
| Registration | Estimated | Actual | Other | Estimated | Actual | ||
| Registration service fees | $0.00 | $0.00 | TBD | ||||
| Badges | $100.00 | $50.00 | TBD | ||||
| Attendee Kits/Gifts | $0.00 | $0.00 | Total | $0.00 | $0.00 | ||
| Total | $100.00 | $50.00 | |||||
| Miscellaneous | Estimated | Actual | |||||
| Committee Expenses | $100.00 | $25.00 | |||||
| Transportation | $0.00 | $0.00 | |||||
| Total | $100.00 | $25.00 | |||||
| Food & Beverage Planning | |||||||
| Item | Estimated | Actual | Cost Per | Estimated | Actual | ||
| Breakfast | 100 | 105 | Items @ | $20.00 | $2,000.00 | $2,100.00 | |
| Break | 100 | 105 | Items @ | $18.00 | $1,800.00 | $1,890.00 | |
| Lunch | 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 | |
| Dinner | 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 | |
| Reception | 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 | |
| $3,800.00 | $3,990.00 | ||||||
| Event Budget for [Your Event Name Here] | |||||
| > Income | |||||
| Estimated | Actual | ||||
| Total Income | $8,775.00 | $9,425.00 | |||
| Registration | |||||
| Estimated | Actual | Revenue per | Estimated | Actual | |
| 65 | 60 | IEEE Members @ | $15.00 | $975.00 | $900.00 |
| 25 | 30 | Non-Members @ | $20.00 | $500.00 | $600.00 |
| 10 | 15 | Students @ | $5.00 | $50.00 | $75.00 |
| 100 | 105 | $1,525.00 | $1,575.00 | ||
| Donations / Patronage | |||||
| Estimated | Actual | Revenue per | Estimated | Actual | |
| 2 | 1 | Platinum @ | $500.00 | $1,000.00 | $500.00 |
| 4 | 3 | Gold @ | $300.00 | $1,200.00 | $900.00 |
| 6 | 9 | Silver @ | $150.00 | $900.00 | $1,350.00 |
| $3,100.00 | $2,750.00 | ||||
| Exhibitors | |||||
| Estimated | Actual | Revenue per | Estimated | Actual | |
| 5 | 6 | Large booths @ | $500.00 | $2,500.00 | $3,000.00 |
| 4 | 5 | Med. booths @ | $300.00 | $1,200.00 | $1,500.00 |
| 3 | 4.00 | Small booths @ | $150.00 | $450.00 | $600.00 |
| $4,150.00 | $5,100.00 | ||||
| Sale of items | |||||
| Estimated | Actual | Revenue per | Estimated | Actual | |
| 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 |
| 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 |
| 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 |
| 0 | 0 | Items @ | $0.00 | $0.00 | $0.00 |
| $0.00 | $0.00 | ||||
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