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Event Budget Proposal Template – Examplehttps://www.smartsheet.com/try-it?trp=8783&utm_source=template-google-sheet&utm_medium=content&utm_campaign=Event+Budget+Proposal-google-sheet-8783&lpa=Event+Budget+Proposal+google-sheet+8783
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Event Budget Proposal
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Event NameEvent Date
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Global Health & Wellness ConferenceAugust 15–17, 20XX
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Event Location
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New York City, USA
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Department / OrganizationSubmission Date
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Bright WaveFebruary 20, 20XX
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Prepared byReviewed byApproved by
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Romy BaileySasha PetrovTamika Marshall
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Executive Summary & Objectives
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Overview
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Provide a summary of the event, its purpose, and alignment with the organization’s goals or mission. Outline the expected impact or outcomes of the event.
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The Global Health & Wellness Conference brings together thought leaders, medical professionals, and health advocates to discuss the latest trends and innovations in public health, mental wellness, and medical technology. This event aligns with the Bright Wave mission to foster knowledge sharing and collaboration in the global health sector.
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Event Objectives
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• Host 1,000+ attendees from 25 countries.
• Facilitate networking sessions for public health professionals and organizations.
• Launch two major initiatives related to mental health awareness and technology
integration in healthcare.
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Total Budget
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$720,000
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Budget Proposal Justification
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Justification
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Explain the necessity of the proposed budget for delivering a successful event. Justify the major expense categories: venue, marketing, and guest speakers/entertainment. Provide reasoning for technology, logistics, and travel investments, especially if they are higher than previous events or budgets.
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This budget is essential to delivering a successful and impactful event. The venue costs represent a significant portion of the budget, as the event will occur in a major metropolitan city. Investments in technology and logistics are critical for ensuring a smooth experience for in-person and virtual attendees. Additional fund allocations cover international guest speakers, marketing, and security, given the scale of the conference.
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Key Investments
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Venue & LogisticsHigh-end venue, AV setup, and decorations
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MarketingFocus on digital and print campaigns to reach a global audience
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Speakers & EntertainmentProminent guest speakers and entertainment during networking sessions
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Revenue Projections
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Revenue SourceAmount ($)
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Ticket Sales$350,000
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Sponsorships$150,000
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Grants / Subsidies$50,000
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Vendor Fees$30,000
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Merchandise Sales$20,000
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Donations$10,000
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Other (specify)
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Total Projected Revenue$610,000
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Venue & Logistics Costs
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CategoryDescriptionAmount ($)
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Venue RentalRental fees for the event space$120,000
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Venue Setup & DecorationStaging, seating, decorations$40,000
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AV Equipment & Technical SetupSound systems, lighting, screens$30,000
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SecurityOn-site security for the event$20,000
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Clean-up & MaintenancePost-event cleaning, waste management$15,000
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Total Venue & Logistics Costs$225,000
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Marketing & Promotions Costs
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CategoryDescriptionAmount ($)
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Digital MarketingAds, social media campaign$50,000
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Print MaterialsFlyers, posters$15,000
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Promotional Merchandise$10,000
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Website Development / Hosting Costs$20,000
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Other (specify)
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Total Marketing & Promotions Costs$95,000
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Speaker, Entertainment, & Program Costs
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CategoryDescriptionAmount ($)
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Guest Speaker Fees$80,000
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Entertainment Bands, DJs, etc.$30,000
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Program MaterialsHandouts, agendas$10,000
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Event MC / Host$15,000
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Other (specify)
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Total Entertainment Costs$135,000
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Travel & Accommodation Costs
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CategoryDescriptionAmount ($)
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Speaker / Guest Travel$40,000
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Staff Travel$20,000
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AccommodationsHotels$30,000
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Local TransportationCar rentals, shuttles$10,000
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Other (specify)
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Total Travel & Accommodation Costs$100,000
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Staffing & Volunteer Costs
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CategoryDescriptionAmount ($)
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Event StaffOn-site staff, coordinators$50,000
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Volunteer ExpensesMeals, shirts, etc.$10,000
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Event Planning / Coordination Services$25,000
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Other (specify)
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Total Staffing & Volunteer Costs$85,000
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Capital Expenditures
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CategoryDescriptionAmount ($)
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Equipment PurchasesAudio / Visual equipment$20,000
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Technology UpgradesEvent management software$10,000
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Other (specify)
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Total Capital Expenditures$30,000
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Contingency & Reserve Funds
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Contingency Fund
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$50,000
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