> For the complete documentation index, see [llms.txt](https://www.information-architecture.world/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://www.information-architecture.world/wiad-organizer-guide/sponsors/create-a-budget.md). # Create a budget Build a realistic local event budget and track funding, in-kind support, and costs. Create a budget before committing to venues, vendors, or program costs. Keep it current as your event plans develop. Your budget should show expected and actual income, in-kind support, and expenses. Assign one person to maintain it and review it regularly with the local team. ### Set your event scope Start with the event your community can deliver sustainably. Consider your expected attendance, format, venue or platform, and available volunteer capacity. Separate costs into: * **Essential:** required for a safe, accessible, and viable event. * **Optional:** valuable additions that you can remove if funding changes. Prioritize accessibility needs, venue or platform costs, required A/V, insurance or permits, and payment processing. Catering, social events, gifts, and extra production are usually optional. ### Track funding and support Record cash sponsorship separately from in-kind donations. Include the value of donated venue space, services, equipment, or supplies. Do not treat a potential sponsor as confirmed funding. Record payment dates, donation restrictions, and any promised recognition or benefits. ### Use the budget templates Use [Budgeting Templates and Examples](/wiad-organizer-guide/templates/budgeting-templates-and-examples.md) to create your working budget and sponsor invoices. Adapt the categories for your local currency, tax requirements, and event format. Keep receipts, invoices, and payment confirmations with the budget. ### Historical cost snapshots The figures below are past WIAD reporting. They are not current price estimates. | Reporting year | Average total | Reported range | | -------------- | ------------: | -------------: | | 2016 | USD 3,000 | USD 600–9,000 | | 2019 | USD 2,200 | USD 250–12,000 | Venue and A/V were often the largest costs. In-kind venue support can substantially reduce the funding needed. ### Get support Contact if you need help prioritizing costs or handling global sponsorship funds. ## FAQs ### Will my location receive seed money to start my event? **Short answer: No.** Unfortunately, World IA Day is not in a financial position to provide seed funds to help start your event. Each local World IA Day event is fully planned and designed independently by volunteers in that community. It is up to the local volunteer team to raise funds, find sponsorship to support the event and build support from the local community organizations, businesses, and individuals. ### Do I need a bank account? How should I handle funds? **Short answer: No.** You don't need a bank account. See [Accepting money from sponsors](/wiad-organizer-guide/sponsors/accepting-money-from-sponsors.md#use-the-ia-institute-to-receive-your-sponsors-donation) Long answer: Some locations have set up separate personal bank accounts to handle event funds. A few have created business accounts where World IA Day in their location is a recognized business entity. World IA Day can act as a pass-through entity to accept funds on your local event's behalf. You will need to submit receipts to be reimbursed. ### Is World IA Day a non-profit? Would I be able to do a tax write-off for monetary donations? World IA Day is a 501c(3) tax-exempt charitable US organization, based in Florida. Companies and individuals may have a tax write-off for monetary donations. Contact for the IRS verification letter. ### Do we have W-9? Yes, you may find our most [recent W-9 on Google Drive](https://drive.google.com/open?id=1xQ4uptjAQVz7yzm2G2t6HFZeYxSMxLek). ### Do we have event insurance? If you are required to carry venue insurance, the global team will not be able to cover this for you, so you should include this in your event budget. Each location will have to obtain their own event insurance as each country, state, city, and/or venue have their varying requirements. Here are some resources where you may be able to obtain event insurance: * * [https://www.eventinsurancenow.com/]() * * Note that these are requirements that some spaces in the US and Canada may require. Check with your venue point of contact if you need this.