Event budget worksheet
======================

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]