Sample-Event-Project-Specific-Budget

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1	Sample Event Project Specific Budget
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3	Notes/Tips
4	- Have a line item for everything you spend money on and everything that brings money in.
5	- Include revenues, NOT profits.
6	- Do not include the SSMU funding that you're applying for.
7	- Err on the side of having more line items rather than grouping items together.
8	- Justify how you calculated the major expenses and revenues. Based on last year's numbers? Based on quotes? Attach relevant documentation as an appendix.
9	- If members are contributing, include the expense and revenue (if they're paying for their own hotel rooms include that expense and that revenue, so we can see what their contirbution is).
10	- You may choose to use this as a template for your budget, but make sure to tailor it to your event (add and remove line entries as needed, erase and re-write the notes and numbers, etc.).
11	- If you use this as a template, the columns H-K are hidden and they contain fields for actual expenses and revenues, you can use these for your Second Instalment Report (to unhide select both columns H and M, right click, press unhide).
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13	Highlighting Common Mistakes
14	Ticket sales breakdown		Include notes on how many tickets, the price, the type, how you estimated your projected sales.
15	Club/department/faculty contribution		Include what your student group or associated group is going to contribute. If it will vary based on the amount of SSMU funding you recieve, then provide an estimate.
16	Keynote speaker breakdown		Use multiple line items for expenses like these to indicate exactly what money is being spent on.
17	Posters/printing		Tell us approximately how many posters, the size, if they're in colour or black-and-white, why they might be particularily expensive. It helps a lot to have a quote.
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19	Sample Event/Project-Specific Budget - 2 day conference, 1 party night
20	General Category	Specific Entry		Projected Revenues	Projected Expenses	Notes
21	Event Revenue	Ticket sales		$1,300		100 pre-ordered tickets @ $10 each, 20 at the door tickets @15 each Based on sales from similar event last year
22		Food and drink for sale		$300		Juice, popcorn
23		Sponsorship 1		$500		Sposor confirmed
24		Sponsorship 2		$600		Tentative, estimated based on previous years
25		Club/departmental contribution		$500		From VP external's budget
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27	Venue	Location			$1,000	At Carelton hotel, quote attached
28		Security			$200	$100 per day
29		Decorations			$100	Balloons & streamers from dollar store
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31	Food/Beverages	Lunch day 1			$200	Catered by hotel, for all delegates
32		Lunch day 2			$200
33		Dinner day 1			$350
34		Alchohol			$250	Each delegate gets 2 drink tickets
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36	Key note speakers	Speaking fee			$100
37		Hotel			$250	One night at Sofitel, quote attached
38		Food allowance			$50
39		Honorarium			$30	1 mug from McGill bookstore
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41	Judges	Honorarium - McGill Mugs			$120	4 judges, 1 mug from McGill bookstore each
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43	Entertainment	DJ fee			$500	6 hours, brining own equipment, quote attached
44		Comedian			$100	1 hour comedy show during dinner
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46	Misc	Lanyards			$150	1 per delegate
47		Poster printing			$30	300 8x11 posters, black and white, quote attached
48		Activity mateials			$50	Markers, bristol boards, tape
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50		Totals
51		Hotel
52		Conference fees
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54		Totals		3,200.00	3,680.00
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56		Total Revenues		3,200.00
57		Total Expenses		3,680.00
58		Surplus(deficit)		-480.00
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61	Revised 2019-09-13
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