How to create an event budget
Are you planning a company event?
From team-building seminars to product launches, trade shows and board meetings, most organisations plan corporate events from time to time.
These events have numerous benefits: they can help you
motivate high performers,
reward teams for a job well done,
build relationships,
work on projects,
develop skills and more.
In-person meetings and events can be the “glue” that holds a company culture together… even for remote and hybrid teams.
But planning a great event costs money. Finance managers, event planners and event managers will be familiar with the challenges of creating an accurate event budget.
There are many expenses to take into account during the event planning process. Most event budgets include line items like:
- Travel and accommodation for team members coming in from different places
- Travel costs (train/plane/bus tickets, rental car fees and gasoline, etc.)
- Accommodation costs (hotel fees, apartment rentals, etc.)
- Food and drink costs
- Event catering services (cost-per-head or fixed cost)
- Other food costs (e.g. restaurant meals for travelling attendees)
- Activities and entertainment
- Fees for speakers, musicians, comedians, facilitators, etc.
- Event marketing and social media costs
- Equipment rentals (e.g. video equipment)
- Photographer or videographer fees
- Promotional costs
- Miscellaneous event expenses like permits, decorations, etc.
The estimated costs for an event can vary a lot, depending on factors like attendance—so it’s important to ask for RSVPs and get an accurate headcount.
Keep in mind that last-minute changes or emergencies, such as flight rebooking or cancellations, could lead to higher actual costs than expected. You’ll need to include a contingency fund in your budget to give yourself some extra runway and avoid overspending.
If you’re just getting started with budget planning for your next event, our
free event budget template
is a great resource to have. Just open the worksheet in Excel or Google Sheets, then fill in the blanks to get started.