Professional Event Budget Template for Nonprofits
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Professional Event Budget for Nonprofits
Prepared By: [Your Name]
1. Event Overview
Event Name: 2050 Global Impact Summit
Date: May 10-12, 2050
Location: Greenfield Convention Center, New York, NY
Target Audience: Environmentalists, Policy Makers, Donors, Students
Estimated Attendees: 500
2. Income/Revenue
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Ticket Sales | $75,000 | 500 tickets at $150 each | |
Sponsorships | $120,000 | Corporate and individual sponsors | |
Donations/Grants | $50,000 | Government and foundation grants | |
Merchandise Sales | $20,000 | Event-related products | |
Silent Auction | $15,000 | Auction for sustainability | |
Other Revenue (raffles) | $5,000 | Raffle ticket sales | |
Total Income | $285,000 |
3. Expenses
A. Venue and Facilities
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Venue Rental | $40,000 | 3-day rental | |
AV Equipment | $12,000 | Sound, lighting, visuals | |
Event Signage | $5,000 | Banners, signage | |
Internet/WiFi | $2,500 | High-speed access | |
Insurance | $7,500 | Event and equipment coverage | |
Total Venue | $67,000 |
B. Marketing & Promotion
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Print Materials | $3,000 | Flyers, posters | |
Digital Ads | $10,000 | Social media, online ads | |
Event Website | $8,000 | Design, hosting | |
Email Campaigns | $2,000 | Outreach to list | |
Media Outreach | $5,000 | PR, press releases | |
Total Marketing | $28,000 |
C. Program & Content
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Speaker Fees | $50,000 | Keynote and session leaders | |
Travel/Accommodation | $25,000 | For out-of-town speakers | |
Event Materials | $10,000 | Sustainable kits, handouts | |
Catering | $40,000 | Meals, snacks, drinks | |
Decorations | $7,500 | Eco-friendly décor | |
Total Program | $132,500 |
D. Staffing & Operations
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Event Coordinator Fees | $15,000 | Event planning | |
Volunteer Stipends | $10,000 | Volunteer Compensation | |
Transport & Parking | $5,000 | For staff, volunteers | |
Miscellaneous Supplies | $3,000 | Badges, materials | |
Total Staffing | $33,000 |
E. Contingency
Description | Estimated Amount | Actual Amount | Notes |
|---|---|---|---|
Emergency Funds | $10,000 | Unforeseen costs | |
Total Contingency | $10,000 |
4. Summary
Category | Estimated Amount | Actual Amount |
|---|---|---|
Total Income | $285,000 | |
Total Expenses | $270,500 | |
Net Profit/Loss | $14,500 |
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