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Discussion Forums

Corporate Budget Calculator

 

Corporate events are like life. Everything costs a little bit more than you expect.  If you are new at event planning you might be surprised at how many items get added to the budget. This chart should help you control expenses.

 

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 donít 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 $ _______


 

 

 

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 ________

Speakerís 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 $ _______

 

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 $ _______


 

 Return to our Corporate Event Party Planning Guide

Corporate Event Planning and Decorating Ideas from Party411.com

 

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Corporate Creations For You

 

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Corporate Event Theme Parties

More Great Theme Parties

 

Corporate and Business Gifts Ideas

 

Have fun from the Party Girl and Party411!

 

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