Event Budget Creation

Youth Development

By Adama B.

Executive Director

Posted Oct 12, 2018

This project is

In Progress

Matched with:

Sofia C.

This project will save us $4,212 , allowing us to Be clear about what we can do and what's needed.

What We Need

  • A detailed event budget that breaks down the total available funds into itemized cost categories
  • A flexible event budget template that can be reused for future event planning
  • Tips on how to stick to the budget and manage unexpected costs

How This Will Help

This will help bring clarity for the event project I have in the works. This goes hand and hand.

What We Have In Place

We currently have Event goals, available staff which should make it easy for you to get started. We also have A concurrent event project and the ability to provide any other information you need.

  • Location: Remote (work anywhere)

Project Steps

Prep: Share and Review Event Information
  • Volunteer Manager provides Professional with the event plan or concept brief, which should include the total available budget, the purpose and goals of the event, and any known logistical aspects such as the expected number of guests, timing, location, etc.
  • Volunteer Manager provides Professional with any prior event budgets, including any known costs or vendors (such as the preferred venue, or a caterer that the Organization has worked with before)
  • Volunteer Manager indicates which aspects of the event are a ‘must have’ and which are a ‘nice to have’
Milestone 1: Draft Budget Review
  • Professional creates a draft of the budget with itemized cost areas, including recommended allocations and any known or fixed costs, and shares it with the Volunteer Manager
  • Volunteer Manager reviews the budget and provides up to two rounds of feedback
Milestone 2: Final Budget
  • Professional delivers the final event budget to the Volunteer Manager
Milestone 3: Recommendations
  • Professional provides Volunteer Manager with advice about how to manage the budget and any unexpected costs
  • Professional teaches Volunteer Manager how to adjust the budget spreadsheet to see how removing, modifying, or adding cost items affects the overall budget
Prerequisites for Professional
  • Experience creating and managing budgets for special events, such as fundraisers, conferences, grand openings, or weddings.
  • Ability to create an event budget in excel or other spreadsheet tool
Prerequisites for Organization
  • A specific upcoming event, and a final or in-progress event plan or concept brief
  • The total available budget
  • A staff member able to dedicate time to thinking through the aspects of the upcoming event (number of guests, catering needs, paid speakers, etc.)

Our Mission

Mission Statement: Is to get children and youth out of the city and into arts, science and nature. We will do this by leading weekend trips where children/youth can explore the world around them and beyond.

What We Do

We lead weekend outings for youth and children. Our goal is to foster a love for nature, arts and science that could be missed due to lack of opportunity.

  • City: San Francisco, CA, USA
Youth Development Education