> 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

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 <global@worldiaday.org> if you need help prioritizing costs or handling global sponsorship funds.