Event budget sheet

How to use the sheet

The budget sheet is where estimates become commitments. Use the budget calculator first to split a total into categories, then move to this sheet once you are collecting quotes. Enter each quote on its own line exactly as quoted, with the supplier's name and the date of the quote. Then fill the HST and gratuity columns separately rather than folding them into the base figure. In Ontario, HST is 13%, and it applies to most event services, including venue service charges. Gratuity may be a mandatory service charge on the contract, often in the high teens as a percentage, or a discretionary tip you plan to hand out on the day. Keep the two distinct so you know which is contractual.

What the columns tell you

The estimated column is what you planned to spend. The actual column is what you paid, including any extras. Variance is the difference, and it is the column worth watching. A small positive variance across many lines is normal; a large one on a single line usually means scope crept, such as extra hours, a longer bar, an added screen, or a guest count that grew after the quote. Reviewing variance every few weeks, rather than only after the event, gives you time to pull money from somewhere else.

Lines people forget

• Delivery, set-up and strike fees from rental companies.
• Overtime for venue staff, security or performers if the event runs late.
• Permits, such as a Special Occasion Permit or a tent permit.
• Vendor meals, which caterers often charge at a separate rate.
• Parking or transport for guests, staff and performers.
• Credit card or payment processing fees on deposits.

Contingency and payment timing

Hold a contingency line, commonly around 8 to 10 percent of the total, and treat any spending from it as a decision rather than an accident. Add a column or note for deposit dates and balance due dates, because cash flow matters as much as the total when several deposits fall due in the same month. When you need a single number for a client or board, the cost per guest calculator converts the sheet's total into an all-in figure per person, and the vendor contract outline helps confirm each line matches what the contract actually says.