Budget Planning
Plan your event budget from first draft to final report.
A complete budget structure for events of any size, with a downloadable Excel template.
Standard budget structure
Use this as your starting point. Add, remove, or rename line items to fit your event.
Venue and Logistics
- Venue rental
- AV equipment and technical
- Furniture and staging
- Security
- Parking and transport
Catering
- Food and beverages (per head)
- Bar and beverages
- Catering staffing
Speakers and Entertainment
- Speaker fees and honoraria
- Travel and accommodation
- Entertainment
Printing and Branding
- Event signage and banners
- Programme booklets
- Name badges and lanyards
- Branded merchandise
Technology and Media
- Event management platform
- Live streaming
- Photography and video coverage
Marketing and Communications
- Invitations and communications
- Social media promotion
- PR and media relations
Contingency
- 10 to 15 per cent of total budget
Budgeting principles that hold up
Build in a contingency
Always include a 10 to 15 per cent contingency. Events rarely go exactly to plan.
Quote three suppliers
For every major line item, get three quotes before committing. The first price is rarely the best.
Track actual vs budget in real time
Surprises are smaller when you catch them early. Review actuals weekly in the run-up to your event.
Track bar revenue properly
CentreEvents cashless bar tracking gives you a real-time revenue figure during and after the event.
Download the full Excel budget template
A pre-built spreadsheet with all categories, formulas, and a summary sheet.