Event Budget Template
Download a Blank Event Budget Template for
Excel
| Google Sheets
Download a Sample Event Budget Template for
Excel
| Google Sheets
When to Use This Template: Use this event budget template to help you manage both expenses and revenue for any event. It can help you track projected versus actual costs, monitor profit margins, and present clear financial summaries to internal teams or external partners.
Notable Template Features: This template includes multiple expense and revenue categories — such as venue rental, travel costs, public relations expenditures, event programming fees, and ticket and product sales — that can all be customized for your specific needs. It also includes charts to help you track the accuracy of your budget forecast by comparing projected and actual profit and loss.
Use the Smartsheet event budget for added template features that enable easier coordination with vendors and event team members, including task assignments, automatic alerts, and collaborative sharing.
Event Budget Planner Template
Download an Event Budget Planner Template for
Excel
|
Adobe PDF
When to Use This Template: Use this event budget planner template to organize projected expenses across every detail of your event, from logistics and marketing to guest services and food. Get a comprehensive view of potential costs during the early planning phase or when preparing a budget proposal for approval.
Notable Template Features: This template includes sections for multiple event categories, such as venue, programming, communications, and sponsors, with detailed line items under each. The simple format helps ensure no cost is overlooked and offers the flexibility to customize rows based on the scale or style of your event. At the top, the template highlights the projected total cost.
Conference Budget & Cost Tracker Template
Download a Conference Budget & Cost Tracker Template for
Excel
| Google Sheets
When to Use This Template: Use this conference budget and cost tracker template to plan and manage expenses across every function of a multi-faceted event, such as conferences that involve multiple departments, vendors, or programming tracks.
Notable Template Features: This template covers all major expense categories, such as venue, food, decoration, and programming. These are broken down into itemized entries with fields for projected costs, actual amounts, and variance tracking, so you can see where the event is under or over budget. The template auto-calculates subtotals, with a total budget summary at the top for quick reference. The structured layout works for conferences of varying sizes and scope. It also supports clear communication with stakeholders, vendors, or finance teams.
Get access to event planning and budget features with the Smartsheet event management budget template. Designed for conferences and other events, the template allows you to prioritize and monitor tasks and budget items with a collaborative spreadsheet and visual timeline.
Fundraising Event Budget Template
Download a Fundraising Event Budget Template for
Excel
| Google Sheets
When to Use This Template: Use this budget template to plan your fundraising event budget, compare estimated and actual income and expenses, and get a clear view of fundraising performance and profitability.
Notable Template Features: Unlike general event budgets, this template emphasizes income tracking. It includes detailed breakdowns for tables, individual tickets, sponsorship tiers, donations, and auction or merchandise sales. The template also provides a profit summary with visual comparisons to analyze results at a glance and help you plan for future campaigns.
Hybrid Event Budget Template
Download a Hybrid Event Budget Template for
Excel
| Google Sheets
When to Use This Template: Use this budget template for events that combine virtual and in-person elements. With multiple revenue streams and detailed expense categories, this template is adaptable for a range of events.
Notable Template Features: This template’s dual focus on digital and physical logistics makes it especially useful for teams balancing complex event formats and stakeholder reporting. The template includes columns for budget categories, projected costs, actual costs, variance, and notes to aid in tracking changes and analyzing budget outcomes. The sections are tailored to hybrid events and include items such as virtual platform fees, meal vouchers, onsite catering, and tech staffing. The revenue section tracks ticket tiers, sponsorship levels, and vendor income.
Party Budget Template
Download the Party Budget Template for Excel
When to Use This Template: Use this party budget template to plan personal or business-related social gatherings in personal or business settings while tracking expenses and staying within budget.
Notable Template Features: This template categorizes expenses and breaks them down into line items, recording amounts and leaving room for comments. It also includes a summary table that auto-calculates category percentages, total budget, total expenses, and the remaining difference. A pie chart visually illustrates how funds are distributed across categories such as venue, décor, food, and entertainment.
Event Budget Proposal Template
Download a Sample Event Budget Proposal Template for
Excel
|
Microsoft Word
| Google Docs | Google Sheets
Download a Blank Event Budget Proposal Template for
Excel
|
Microsoft Word
| Google Docs | Google Sheets
When to Use This Template: Use this event budget proposal template to present a clear, strategic financial plan to event stakeholders or sponsors. This template is ideal for conferences, summits, or high-investment events that require upfront approval and thorough budget justification.
Notable Template Features: This template combines narrative and numerical details, featuring sections for event objectives, justification, and key investment areas alongside itemized revenue projections and cost breakdowns. Preformatted tables provide insight into capital expenditures and contingency planning, and the template also includes a visual cost summary for a complete view of the event’s financial scope and strategic value.
Expenses to Consider When Creating an Event Budget
Whether you’re organizing a fundraiser, a conference, or a social gathering, a detailed expense breakdown helps you manage costs, avoid surprises, and stay within your financial goals. It’s important to plan for a wide range of expenses that support both the logistics and the participant experience.
Essential Expense Categories for Event Planning
Each event will have unique budget requirements depending on its type, size, and location. Here’s a look at some key expenses to keep in mind as you plan your event budget:
- Venue Rental: The cost of renting an event space will vary based on location, size, and time of day. Be sure to confirm what’s included, such as tables and chairs or basic audiovisual support.
- Food and Beverage: This includes catering services, drinks, snacks, and sometimes staff gratuities. Factors such as guest count, dietary needs, and meal format can all impact food and beverage costs.
- Audiovisual and Tech Support: Your event may require microphones, projectors, screens, live-streaming services, and technical staff. For hybrid or virtual events, this may also include platform licenses and internet upgrades.
- Décor and Signage: This covers flowers, lighting, stage design, branded signs, and aesthetic touches that enhance the atmosphere. These elements should align with your theme and brand.
- Entertainment and Speakers: Keynote fees, panelist honorariums, musicians, DJs, or other performers all fall in this category. Travel, lodging, and rider requirements may apply.
- Marketing and Promotion: Expenses might include digital ads, email campaigns, flyers, video production, graphic design, and other marketing elements.
Check out our collection of marketing budget templates for help creating a detailed breakdown of marketing expenses, plus tips on planning a marketing budget.
- Staffing: Consider whether you will need temporary staff, security, check-in personnel, or volunteers. Some venues also charge additional staffing fees for tech or cleaning crews.
- Registration and Guest Management: This includes registration software, ID badges, check-in materials, and on-site support. Smooth guest handling improves the attendee experience.
- Insurance and Permits: Securing event insurance and permits protects you from liability and may be required by the venue. This can include general event insurance, liquor licenses, or municipal permits.
- Transportation and Parking: Off-site venues or large-scale events might involve shuttle services, valet, speaker travel, or reserved parking spaces.
- Contingency Fund: Reserve a portion of your total budget — usually five to 10 percent — for unexpected costs. This helps protect against last-minute changes or overruns.
For more tools to help you plan your finances and track expenses and income for different kinds of projects and businesses, see our selection of project budget templates and operating budget templates.
