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 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 [e-mail] if you need help prioritizing costs or handling global sponsorship funds.