Event Budget Categories

I’m in the process of putting together an event in March and I sat down to work on the budget a few days ago. It struck me that, even though I’ve been planning events for years, I still had a hard time putting everything down all at once. I want to provide a nice little checklist for you to use as you’re beginning to flesh out your budgets for upcoming events.

• Event Planner

• Staffing & Labor

• Venue

  • Venue Rental

  • Furniture/Equipment Rentals

  • ADA Accommodations

  • WiFi or other utilities

  • Staff

  • Security

  • Storage

  • Early Access

• Event Technology

  • Event management platform

  • Event Website

  • Mobile Event App

  • Onsite Event Check-in solutions

  • Data & Analytics

  • AV Equipment/Rentals

• Marketing & Promotion

  • Graphic Design

  • Social Media

  • Paid Ads

  • Email Marketing

  • Signage/Printing

  • Web development

  • Survey Tools

  • Video Production

  • Shipping

  • Photography

• Catering

  • Number of guests x number of meals

  • Don’t forget total++ (total + tax + tip)

  • Sponsor and vendor meals

  • Bartending

• Decor

  • Shipping

  • Set up fees

• Transportation

  • Parking

  • Valet

  • Airport

• Accommodation

  • Room rates + fees

  • Parking

  • Wifi

  • Breakfast included

• Speakers & Entertainment

  • Fees

  • Travel Expenses

• Swag/Favors

  • Shipping

  • Thank you gifts

• Activities

  • Rentals

  • Prizes

• Contingency Funds

• Miscellaneous Expenses

I hope these buckets are helpful as you work to identify every area to budget!