Template: Event Budget

	A	B	C	D	E	F	G	H
1	[Your Event - Date]		A Note on Tax & Service: For this example we're using 8% for taxes and 25% for service fees for catering and 18% taxes & fees for rooms, and all-inclusive rates for the offsite food & beverage. Be sure to look out for additional event fees that you'll want to include in your formulas in addition to base pricing quoted. This is being based on 52 estimated attendees and 46 actual attendees, you can change those numbers out in the final formulas to match your own.
2	Projected Budget	$176,436.78
3	Current Actual	$162,342.36
4	% to Actual	92.01%
5	Budget Category/ Items	Budgeted Total	Estimated # of Attendees	Estimated $ Per Person	Actual Total	Actual # of Attendees	Actual $ Per Person	% Variation to Budget

6	TRAVEL
7	Team roundtrip airfare	$19,000.00	40	$475.00	$14,364.00	38	$378.00	76%
8	Team rountrip train fare	$1,800.00	10	$180.00	$994.00	7	$142.00	55%
9	Speaker and partner flights	$4,000.00	2	$2,000.00	$1,876.00	1	$1,876.00	47%
10	Team ground transportation and car service	$3,750.00	50	$75.00	$3,060.00	45	$68.00	82%
11	Speaker and partner ground transportation and car service	$1,000.00	2	$500.00	$500.00	1	$500.00	50%
12	Other	$0.00			$0.00
13	Subtotal:	$29,550.00		$3,230.00	$20,794.00		$2,964.00	70.37%
14	ACCOMMODATIONS (NOTE: Here you will put # of total room nights in the estimated # of attendees tab, you'll see we've added a formula in C15 & C16 to showcase this.)
15	Standard Guestroom Rate (plus non-taxable resort fee & 18% taxes & fees)	$38,399.00	94	$408.50	$31,222.80	84	$371.70	81.31%
16	Suite Rate	$5,560.00	10	$556.00	$3,186.00	6	$531.00	57.30%
17	Complimentary Guestrooms (1/40)	-$767.00	2	-$383.50	-$743.40	2	-$371.70	96.92%
18	Subtotal:	$44,726.00			$35,152.20			78.59%
19	MEETING / COWORKING VENUE
20	Room rental fees	$10,000.00	N/A	N/A	$15,180.00	N/A	N/A	151.80%
21	Audio visual	$8,000.00	N/A	N/A	$10,890.00	N/A	N/A	136.13%
22	Wi-Fi	$130.00	52	$2.50	$0.00	N/A	N/A	0.00%
23	Other
24	Subtotal:	$18,130.00			$26,070.00			143.79%
25	FOOD & BEVERAGE AT VENUE
26	Welcome reception	$8,250.00	50	$125.00	$6,652.80	45	$112.00	80.64%
27	Meal #1 - Breakfast Day 1	$1,848.00	50	$28.00	$1,663.20	45	$28.00	90.00%
28	Meal #2 - Breakfast Day 2	$2,112.00	50	$32.00	$1,900.80	45	$32.00	90.00%
29	Meal #3 - Breakfast Day 3	$1,921.92	52	$28.00	$1,700.16	46	$28.00	88.46%
30	Meal #4 - Lunch Day 1 - Boxed	$3,762.00	50	$57.00	$3,385.80	45	$57.00	90.00%
31	Meal #5 - Lunch Day 2 - Buffet	$4,224.00	50	$64.00	$3,801.60	45	$64.00	90.00%
32	Meal #6 - Lunch Day 3 - Plated	$5,353.92	52	$78.00	$4,736.16	46	$78.00	88.46%
33	Coffee chat #1	$528.00	50	$8.00	$475.20	45	$8.00	90.00%
34	Coffee chat #2	$528.00	50	$8.00	$475.20	45	$8.00	90.00%
35	Coffee chat #3	$549.12	52	$8.00	$485.76	46	$8.00	88.46%
36	Other
37	Pre-Tax & Service Subtotal:	$29,076.96		$436.00	$25,276.68		$423.00	86.93%
38	OFFSITE FOOD & BEVERAGE
39	Meal #1 - Dinner Night 1	$11,250.00	50	$225.00	$11,880.00	45	$264.00	105.60%
40	Meal #2 - Dinner Night 2	$5,200.00	52	$100.00	$6,679.20	46	$145.20	128.45%
41	Other - Bev/ Alcohol Package Night 1	$2,250.00	50	$45.00	$2,875.50	45	$63.90	127.80%
42	Other - Bev/ Alcohol Package Night 2	$2,340.00	52	$45.00	$1,633.00	46	$35.50	69.79%
43	Subtotal:	$21,040.00		$415.00	$23,067.70		$508.60	109.64%
44	ACTIVITIES (Need inspiration? Check this out...)
45	Activity #1	$1,250.00	50	$25.00	$1,250.00	50	$25.00	100.00%
46	Activity #2	$12,500.00	50	$250.00	$12,500.00	50	$250.00	100.00%
47	Activity #3	$3,750.00	50	$75.00	$3,750.00	50	$75.00	100.00%
48	Prizes for activity winners	$100.00		$100.00	$100.00		$100.00	100.00%
49	Other
50	Subtotal:	$17,600.00		$450.00	$17,600.00	150	$450.00	100.00%
51	ENTERTAINMENT
52	Band/ DJ/ MC	N/A	N/A	N/A	N/A	N/A	N/A
53	Performer/ Comedian	$1,250.00	N/A	N/A	$1,012.21	N/A	N/A	80.98%
54	Other
55	Subtotal:	$1,250.00			$1,012.21			80.98%
56	DESIGN & DECOR (NOTE: For some company retreats, especially mostly co-working with off-site meals and activities, you won't need these things. But, it's a nice touch if you want to add!)
57	Rentals (Upgraded chairs, extra tables, unique flatware, etc.)	N/A	N/A	N/A	N/A	N/A	N/A
58	Lighting	N/A	N/A	N/A	N/A	N/A	N/A
59	Floral	N/A	N/A	N/A	N/A	N/A	N/A
60	Other
61	Subtotal:	$0.00			$0.00
62	SWAG
63	Team welcome bag with all the goods	$3,750.00	50	$75.00	$3,343.95	45	$74.31	89.17%
64	Speaker gifts	$200.00	2	$100.00	$147.24	1	$147.24	73.62%
65	Swaggy shirts for team building	$624.00	52	$12.00	$561.00	50	$11.22	89.90%
66	Other
67	Subtotal:	$4,574.00		$187.00	$4,052.19		$232.77	88.59%
68	PRINT MATERIALS
69	Pocket agendas	$233.12	62	$3.76	$233.12	62	$3.76	100.00%
70	Signage	$500.00	N/A	N/A	$432.00	N/A	N/A	86.40%
71	Workbooks for strategy session	$361.46	62	$5.83	$361.46	62	$5.83	100.00%
72	Name badges and/ or table tents	$45.24	52	$0.87	$45.24	52	$0.87	100.00%
73	Other
74	Subtotal:	$1,139.82			$1,071.82	176	$10.46	94.03%
75	MISC. EXPENSES
76	Photography	$500.00	N/A	N/A	$600.00	N/A	N/A	120.00%
77	Videography	$1,000.00	N/A	N/A	$750.00	N/A	N/A	75.00%
78	Office supplies	$250.00	N/A	N/A	$298.10	N/A	N/A	119.24%
79	Shipping and handling fees	$100.00	N/A	N/A	$97.46	N/A	N/A	97.46%
80	Speaker fees	$2,500.00	N/A	N/A	$1,500.00	N/A	N/A	60.00%
81	Meeting planner fees	$2,500.00	N/A	N/A	$2,500.00	N/A	N/A	100.00%
82	Registration and management software	$2,500.00	N/A	N/A	$2,500.00	N/A	N/A	100.00%
83	Other
84	Subtotal:	$9,350.00			$8,245.56			88.19%
85	OTHER
86		$0.00	N/A	N/A	$0.00	N/A	N/A	#DIV/0!
87		$0.00	N/A	N/A	$0.00	N/A	N/A	#DIV/0!
88		$0.00	N/A	N/A	$0.00	N/A	N/A	#DIV/0!
89
90	Subtotal:	$0.00			$0.00			#DIV/0!
91
92	TOTALS:	$176,436.78		$3,393.02	$162,342.36		$3,529.18	92.01%
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