Template · Fundraising
Event budget worksheet
A fill-in budget for a fundraising event with best, likely and worst cases, the break-even point, volunteer hours and the $75 ticket disclosure line.
The Word file opens in Microsoft Word, Google Docs, Pages and LibreOffice. Reviewed October 21, 2026.
Use this worksheet before you book a venue. It helps you see whether an event is worth it, plan for the version where fewer people come, and get the ticket paperwork right. Our guide to fundraising events explains the thinking behind it, with a worked example.
The worksheet has three columns for each line:
- Best case: everything goes well.
- Likely: your honest expectation.
- Worst case: fewer guests, a sponsor drops out, it rains.
If the event still makes sense in the worst case, or at least doesn't lose money you can't afford, go ahead.
The $75 ticket rule
If a guest pays more than $75 and gets something in return, like a dinner, the IRS says you must give a written disclosure statement. It must tell the donor that the deductible amount is limited and give "a good faith estimate of the fair market value of the goods or services that the donor received." You can give it "in connection with either the solicitation or the receipt" of the payment. The IRS's example: a donor gives $100 and receives a concert ticket valued at $40, so the charitable contribution is $60. The penalty for not disclosing is "$10 per contribution, not to exceed $5,000 per fundraising event or mailing," unless the charity shows the failure was due to reasonable cause. There are exceptions, for example for items of insubstantial value. This worksheet has a line to work out the fair market value per ticket, so you can print it on the ticket and receipt. Our guide to thanking donors the way the IRS requires explains the rules.
How to adapt it
- Get real quotes for the venue, catering and equipment before you fill in costs. Ask about minimum guest numbers and cancellation fees.
- Count donated items and services in a separate note, not as cash income. Our non-cash gifts guide explains how to handle them.
- Check permits and taxes. The rules vary by state and city. Raffles and games often need a state or local license; see raffles and gaming. Selling goods at an event may mean collecting sales tax; see sales tax when your charity sells things.
- Count volunteer hours honestly. They're the hidden cost of every event.
- Share it with the board before you commit, and compare actuals afterward.
- Delete the notes in brackets before you share it.
Preview
Event budget
Event: [EVENT NAME]
Date and place: [DATE], [VENUE]
Prepared by: [NAME], on [DATE]
Approved by: [BOARD OR DIRECTOR], on [DATE]
1. Goal
- Net amount we want to raise: $[AMOUNT]
- Other goals (new donors, awareness, thanking supporters): [GOALS]
- Expected number of guests: best [NUMBER], likely [NUMBER], worst [NUMBER]
2. Income
| Income | Best case | Likely | Worst case |
|---|---|---|---|
| Tickets: [NUMBER] at $[PRICE] | $ | $ | $ |
| Sponsorships | $ | $ | $ |
| Donations on the night | $ | $ | $ |
| Auction or raffle [check permits] | $ | $ | $ |
| Sales of goods [check sales tax] | $ | $ | $ |
| Other: [DESCRIBE] | $ | $ | $ |
| Total income | $ | $ | $ |
3. Costs
| Cost | Best case | Likely | Worst case |
|---|---|---|---|
| Venue rental | $ | $ | $ |
| Food and drink: [NUMBER] at $[PRICE] | $ | $ | $ |
| Equipment, sound, decorations | $ | $ | $ |
| Printing, invitations, signs | $ | $ | $ |
| Entertainment or speakers | $ | $ | $ |
| Permits and licenses | $ | $ | $ |
| Event insurance | $ | $ | $ |
| Ticketing and card processing fees | $ | $ | $ |
| Auction or raffle prizes bought | $ | $ | $ |
| Staff time or contractors | $ | $ | $ |
| Contingency (unexpected costs) | $ | $ | $ |
| Total costs | $ | $ | $ |
4. Net result
| Best case | Likely | Worst case | |
|---|---|---|---|
| Total income | $ | $ | $ |
| Total costs | $ | $ | $ |
| Net (income minus costs) | $ | $ | $ |
5. Break-even
- Fixed costs (costs that don't change with the number of guests): $[AMOUNT]
- Net income per ticket (ticket price minus the cost per guest): $[AMOUNT]
- Tickets needed to cover fixed costs: [FIXED COSTS DIVIDED BY NET INCOME PER TICKET]
6. Ticket value for donor receipts
- Ticket price: $[PRICE]
- Fair market value of what each guest receives (meal, drinks, entertainment): $[AMOUNT] [Use a reasonable, good-faith method, such as the caterer's price per person, and write down how you worked it out.]
- Amount that may be deductible as a gift: $[TICKET PRICE MINUS FAIR MARKET VALUE]
- If the ticket price is over $75: our tickets and receipts include the disclosure statement. [ ] Yes
7. Volunteer time
- Number of volunteers: [NUMBER]
- Estimated hours each: [NUMBER]
- Total volunteer hours: [NUMBER]
- Net raised per volunteer hour (likely case): $[AMOUNT]
8. Donated items and services
[List donated food, prizes, space or services, who gave them and their estimated value. Thank each donor in writing.]
9. After the event
| Budget (likely) | Actual | Difference | |
|---|---|---|---|
| Total income | $ | $ | $ |
| Total costs | $ | $ | $ |
| Net | $ | $ | $ |
What we'd do differently next time: [NOTES]
Keep going
- GuideBequests and planned gifts: legacy giving for small charitiesHow gifts in wills and beneficiary designations work, what to tell donors who want to leave you something, other planned gifts, and thanking legacy donors.
- GuideBuilding a donor baseHow to find your first 50 donors, ask with confidence, keep people giving year after year, and grow toward monthly giving with a simple donor list.
- GuideBuilding a grant budgetHow to build a grant budget and budget narrative that a funder trusts: direct and indirect costs, in-kind gifts, and matching requirements.
- Founder pathwayLaunching your charitySimple branding, a basic website, a first fundraising plan, thanking donors well, and your first local grant applications.
Sources
Checked on October 21, 2026. Rules and fees change, so follow the links for the current version.
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