In 1976, ABBA said “Money, money, money – must be funny.” And here we are, almost 50 years later, still wishing we all had a little money, like the rich man’s world. This sentiment is true for more than just the average Joe – nonprofits, associations, clubs and chambers like yourself are always trying to do more with less, combatting the ever-increasing costs.
Especially when it comes to executing an event.
This is the big question we’re here to answer: How can you maintain your standard operating costs, make the biggest impact you can, fostering relationships with your supporters and execute a successful event with the greatest ROI?
Sticking to an event budget.
Why Use an Event Budget Template
It seems as though events season is always upon us. Whether you’re planning a big trade expo or your annual member’s luncheon, event budgeting crucial for mission-driven organizations.
Having one ambiguous budget for an event can get messy quickly without a template to follow for each aspect of the event. Even small functions need a budget template to follow – there are always unexpected expenditures that can muddle your organization’s finances, like printing costs for flyers, invitations or sign up sheets.
Here’s a quick list of why you should implement an event budget template for every occasion:
- Save time – utilize the same template for functions over and over again
- Prevent overspending – following the budget will show you exactly how much you can spend for each line item
- Alignment – your team and any stakeholders involved will come together to determine how much to allocate for each function
- Compliance – ensure the budget you’ve created follows the legal requirements and financial policies – especially if you’re a nonprofit or chamber
Now that we’ve covered the basics – on to what you’re here for: Event Budget Templates for Every Occasion! Utilize these templates and modify them for your organization’s events.
Event Budget Templates for Nonprofits
Some of the most frequent events we see nonprofits execute are fundraisers and workshops. Here’s two budget templates to make your own! Simply download a copy and customize it to your needs.
Nonprofit Fundraiser Budget Template
This template is perfect for fundraising galas, auctions and events like walk-a-thons. You’ll find this template helpful if your main line items include things like:
- Ticketing
- Catering
- Audio/visual equipment
- Staff/volunteer labor costs
- Venue rental
- Donation software
Download the free Nonprofit Fundraiser Budget Template HERE
Nonprofit Workshop or Training Budget Template
This template is perfect for smaller groups where you’re doing some sort of education or training. You’ll find this template helpful if your main line items include things like:
- Speaker fees
- Materials – worksheets, pens, markers, sticky notes, etc.
- Catering/simple refreshments
- Audio/visual equipment
Download the free Nonprofit Workshop/Training Budget Template HERE
Event Budget Templates for Associations
Associations are known for their annual conferences – they can be complex with many event expenses. Here’s two budget templates that will help associations with their financial planning. Simply download a copy and customize it to your needs.
Association Annual Conference Budget Template
From large-scale conferences with multiple days to single afternoon with many sessions, this template can be modified to fit your conference. You’ll find this beneficial if your line items include:
- Venue rental
- Sponsorships
- Speaker fees
- Catering/simple refreshments
- Audio/visual equipment
- Registration and badge printing technology
- Event app platform
Download the free Association Annual Conference Budget Template HERE
Association Networking Event Budget Template
Networking events, no matter the size, still need a budget proposal. This might even be a budget within your larger conference budget. This is great for mixers, meetups and industry chats. You’ll find this beneficial if your line items include:
- Venue fees
- Light refreshments
- Marketing and promotion
- Materials – name tags, signage
Download the free Association Networking Budget Template HERE
Event Budget Templates for Clubs
Clubs are constantly having events – from weekly meet-ups to big social gatherings, the party doesn’t stop. But to party, one must have the event budget. Here’s two templates clubs will surely use regularly, simply download and customize for your function.
Club Meeting Budget Template
Every club has regular meetings, whether it’s just for admins/board members or the whole club membership. You’ll find this beneficial if your line items include:
- Room rental
- Light refreshments
- Printing fees
Download the free Club Meeting Budget Template HERE
Club Social or Holiday Party Budget Template
Be it the annual holiday festivities or member appeciation events, there’s always something to celebrate in your club. You’ll find this beneficial if your line items include:
- Decorations
- Venue rental
- Catering or light refreshments
- Entertainment
Download the free Club Social or Holiday Party Budget Template HERE
Event Budget Templates for Chambers of Commerce
Chambers are all about making connections and building relationships of the community’s small businesses. Events are incredibly important to keep this mission moving forward. Check out these two templates when planing your next chamber function.
Business Expo or Trade Show Budget Template
Executing a business expo or trade show is a major undertaking. You might find this template helpful if your line items include things like:
- Booth rentals
- Venue rental
- Vendor contracts
- Permits/licenses
- Sponsorships
- Entertainment
Download the free Business Expo or Trade Show Budget Template HERE
Chamber Luncheon or Speaker Series Budget Template
Chamber luncheons aren’t your traditional luncheon – typically there’s a special speaker or educational aspect. You might find this template helpful if your line items include things like:
- Venue rental
- Catering
- Permits/licenses
- Ticketing
- Awards
- Speaker fees
- Audio/visual equipment
Download the free Chamber Luncheon or Speaker Series Budget Template HERE
Event Budget Templates for Charities
Charities, much like nonprofits, tend to put on a lot of fundraisers for their events. These two budget templates should be beneficial for most charities as they support their community or interest.
Charity Benefit Concert or Community Event Budget Template
Charities frequently put on community events for their fundraising initiatives like concerts, festivals and even markets. You might find this template helpful if your line items include things like:
- Venue rental
- Permits/licenses
- Ticketing
- Security/police officers
- Talent/entertainment fees
- Audio/visual equipment
- Merchandise
- Vendor fees
Download the free Charity Benefit Concert or Community Event Budget Template HERE
Small-Scale Volunteer Appreciation Event Budget Template
Volunteer appreciation is important for every organization and although these events can be smaller – having a proper budget in place is crucial. You might find this template beneficial for your charity if you have line items like:
- Gifts or awards
- Catering/light refreshments
- Venue rental
- Audio/visual equipment
- Vendor fees
Download the free Small-Scale Volunteer Appreciation Event Budget Template HERE
Wrapping Up – Download All Templates Here
We know this might not cover every event your organization might have, but with some simple modifications, you can make any of these templates work for you! Who knows, maybe as a club, you’re executing a benefit concert and can utilize the template we put under Charities.
If you skimmed through and aren’t sure of which templates we included, no worries. We have all the links to download each Google Sheet template here:
