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Location, Location, Location.
Site rental is a big expense item.
Make sure you include all expenses including tips for the help.
Rental Fee ________
Permit(s)/License ________
Labor ________
Subtotal $ _______
Rentals.
Make sure costs include delivery, set up, and tear down.
Make sure items can be delivered when you need them.
Heat/Air______________
Furniture ________
Tables ________
Registration Tables ________
Chairs ________
Pipe & Drape ________
Carpeting/Flooring ________
Props ________
Tents/Canopies ________
Staging (skirting, stairs) _____________________
Risers ________
Stanchions/Ropes ________
Labor ________
Subtotal $ _______
Feeding Your Guests
Work closely with your caterer. You want great food. You
want enough food. You don’t want to waste food. Ask about each item
below to make sure there are no surprises when you get the bill.
Food ________
Beverages ________
Bartender fees ________
Catering fees ________
Equipment ________
Tables/Chairs ________
Supplies-Linens, China, _____________________
Glasses, Utensils ________
Labor/Staff ________
Gratuities ________
Tax ________
Health Permits ________
Personnel/VIP/Guests/ ____________________
Volunteers ________
Misc. Charges ________
Subtotal $ _______
Audio-Visual
Is everything compatible? Do you need Internet access? We
try to have copies of all presentations preloaded.
Television Monitors ________
Video Players/Recorders ______________________
Cameras ________
Overhead Projectors ______________________
Projectors/Carts ________
Slide & Film ________
Screens ________
Lecterns/Podiums ________
Microphones ________
Reel-to-reel Tape Recorders
______________________
Disc Players ________
Sound System ________
Walkie-Talkies ________
Pointers/Marking Pens _____________________
Flip Charts ________
Blackboards ________
Computer Interfaces ____________________
Technical Staff ________
Labor ________
Subtotal $ _______
Keeping the Lights On
General Lighting ________
Special Lighting ________
Generator ________
Extension Cords ________
Video Production ________
Other Rentals ________
Labor ________
Subtotal $ _______
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Decorations and Party Supplies
Event Decor ________
Stage Decor ________
Stage Backdrop ________
Centerpieces/Table Decor ________
Flowers/Plants ________
Candles ________
Balloons ________
Speciality Linen ________
Chair Covers ________
Signs ________
Props ________
Paper Supplies ________
Misc. Charges ________
Labor ________
Subtotal $ _______
Entertaining Your Guests
Music ________
Talent ________
Celebrity ________
Speaker’s Fees ________
Models ________
Labor ________
Other ________
Subtotal $ _______
Taking Out the Trash
Water Hookup ________
Restrooms/Portopotties ________
Trash/Dumpsters/ ________
Receptacles ________
Disposal Service ________
Setup Crew ________
Cleanup Crew ________
Supplies ________
Misc. ________
Subtotal $ _______
Promoting the Event
Newspapers ________
Magazines ________
Radio ________
TV ________
Show Signs ________
Street Signs ________
Directional Signs ________
Banners ________
Printed Photos ________
Promotional Items ________
Radio/TV/Video Production ________
Subtotal $ _______
Security
Facility ________
Private ________
Subtotal $ _______
Insurance
Gen. Liability Insurance ________
Rider ________
Specialized ________
Subtotal $ _______
Collateral Materials
Designer ________
Business Cards ________
Brochures ________
Media Kit ________
Registration Packets ________
Posters ________
Flyers ________
Invitations ________
Tickets ________
Letterhead/Envelopes ________
Specialty Items ________
Duplicating/Photocopies ________
Logo ________
Program ________
Subtotal $ _______
Misc. Printing/Specialties
Menus ________
Maps ________
Sponsor Signs ________
Special Area ________
VIP Area ________
Name Tags/Holders ________
Place Cards ________
Awards, Recognitions ________
Engraving ________
Certificates ________
Prizes ________
Frames ________
Thank You Cards ________
Other ________
Subtotal $ _______
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On-Site Transportation
Truck/Van Rental ________
Carts/Hand Trucks ________
Special Vehicles ________
Other ________
Labor ________
Subtotal $ _______
Travel/Accommodations
VIP Travel ________
Limousine/Car Rental ________
Hotel ________
Staff Travel ________
Limousine/Car Rental ________
Hotel ________
Subtotal $ _______
Personnel
Event Manager ________
Show/Event Staff ________
Additional Staff ________
Overtime ________
Host/Hostesses ________
Registration ________
Consultants ________
Public Relations ________
Other ________
Subtotal $ _______
Emergency Considerations
Medical ________
Ambulance ________
Rain Plan Cost ________
Canopies/Tents/Coverings ________
Subtotal $ _______
Misc. Costs
Accounting ________
Legal Counsel ________
Office Supplies ________
Office Equipment ________
Phone ________
Ticket Sales Fees ________
Warehouse ________
Mileage ________
Parking ________
Extra Supplies ________
Event Photographer ________
Event Videographer ________
Coat Check
Volunteer
(Appreciation Activity/Gifts)________
Complimentary Tickets ________
Local, state, federal taxes _______
Misc. Gratuities ________
Specialized Labor ________
Other ________
Subtotal $ _______
Postage/Shipping/Storage
Postage ________
Bulk Mail/Permits ________
Mail House ________
Freight ________
Delivery Service ________
Drayage ________
Subtotal $ _______
Total Expenses $ ____________
Income
Event Income $__________
Booth Space Sales $________
Ticket Sales/Admission $________
Sponsors/Underwriters $________
Donations $________
Merchandise $________
Raffle $________
Auction $________
Bar $________
Ad Program $________
Other $________
Total Income $ ______________
Event Profit or Loss $ _________
Transportation/Parking
Limousine/Car Rental ________
Valet Area ________
Shuttle ________
Mileage Reimbursement ________
Labor/Personnel ________
Subtotal $ _______
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