Events

1. BUDGETS AND CONTRACTS are the backbone of any event.
Budgets must be aligned with the organization’s or client’s financial
goals for the event. The final budget is mutually agreed upon by the
client and event organizer. The contract seals and binds both parties
with this agreement.

2. BUDGETS
Represents an
action plan that each
successful event plan
must carefully develop.
Event planner should
use the expression
“staying within the
budget” everyday and
for every project.

3. FINANCIAL PHILOSOPHY
OF THE EVENT
1. Profit – oriented events.
Revenue exceeds expenses.
2
.
Break-even
events.
Revenue
is
equal to expense.
3. Loss Leaders or hosted
events. Design from the very
beginning to lose money. These
events usually are organized for
the purpose of promoting a

4. BASIC PARTS – REVENUE, EXPENSE and PROFIT.
• Revenue – refers to the earnings from the event.
• Expense – refers to payments made for goods and services used
for the event.
• Profit – represent a surplus.

5. formula
REVENUE – EXPENSES = PROFIT

7. IMPORTANT ITEMS IN THE BUDGET
1. VENUE – the expenses incurred at the site are covered here. These include costs for
the needed structures, function room rentals, and accommodations for the VIP guests,
speakers and staff.
2. PROGRAM – expenses for the delivery of the program such as sounds and lights, fees
for
performer and speakers, design and equipment needed for staging.
3. MARKETING – marketing plan such as advertising, public relations and promotional
materials.
4. MEALS – these are expenses for the food and beverage served to the guest and
organizers.
5. STAFF/PRODUCTION CREW- Salaries and fees of the organizing team and other
contractual
workers designated for the setup, registration, and ushering are all considered here.
6. TRANSPORTATION – expenses that provide transport services.
7. LICENSES and PERMITS – permits and licenses in organizing the event from
government agencies.
8. ACCOMODATIONS – host usually provides shelter for the speakers and other related
guests.
9. PRODUCTION and STAGING FACILITIES – lighting fixtures, sound system, LED
walls, camera,
and other technical requirements.

9. 7thBirthday
Budget
VENUE – ROYAL CLUB
HOUSE
P 20,000 FIRST 4HRS/
5,000 (SUCEEDDING HR) +
12% VAT
P 28, 000
MEAL PACKAGE A BUFFET DINNER
LUNCH P
ADULT/CHILDREN= 250 x 200 ,
VAT
inclusive
P 50, 000
LIGHTS AND SOUND P 5,000 P 5, 000
ENTERTAINMENT (CLOWN &
MAGICIAN)
P 10, 000 (3 HOURS
PERFORMANCES)
P 10, 000
SWEET BUFFET P 12, 000 P 12, 000
GAMES PRIZES P 2, 000 P 2, 000
MC TALENT FEE P 3, 000 P 3, 000
PHOTOGRAPHER P 10, 000 P 10, 000
PHOTO BOOTH P 5, 000 ( 100 SHOTS) P 5, 000
SUB TOTAL P 125, 000
MANAGEMENT FEE 10% P 12, 500 (137,500)
CONTINGENCY 15% P 20,625
TOTAL P 158, 125. 000

10. HOSTED SEMINAR
EVENT 150
PARTICIPANTS
PROGRAM TIME: 8:00 AM –
2:00 PM
VENUE –PICC FORUM
1
P 47,000 FIRST 4HRS/
11, 750 (SUCEEDDING
HR) +
12% VAT
P 78, 960
MEAL SNACK P 183 x 180
LUNCH P 450 x 180
VAT inclusive
P 32, 940
P 81, 000
SPEAKERS
HONORARIUM
3 SPEAKERS / P 10, 000 P 30, 000
MARKETING AND
COMMUNICATION
P 30, 000 P 30, 000
SOUVENIR PROGRAM 120 X 180 P 21, 600
REGISTRATION
TECHNOLOGIES
P 25, 000 P 25, 000
MANAGEMENT FEES P 50, 000 P 50, 000 (349,500)
CONTINGENCY 15% P 52,425
TOTAL P 401,925

11. MEAL AM
Snack/Lunch/PM
Snack @ P 1, 500
x 2 days
P 3,000
Hand outs 100 pages plus
binding
150
Souvenir Seminar bag, ball
pen, note pad ID,
Lanyard
500
Production cost 100
Fixed Cost 2,000
Sub total P 5, 750
Mark-up (30%) 1,725
Suggested price P 7, 475
Add 12% Vat P 8,372
SAMPLE COMPUTATION OF PROFIT ORIENTED EVENT
per attendee
P 8, 372 is the registration fee of this

15. RMD Events is the organizer of the “In Focus: Molecular Gastronomy”,
two- day a live – in seminar – workshop set for five months from now,
March 21 to 23, 2013.. Because of the nature of the event, it will be open
to a maximum of 50 participants. The event budget lists the following
costs:
• Complete meals (Breakfast, snacks, Lunch, Snacks, and Dinner) of
participants
per day cost Php 1,200 inclusive of taxes.
• The seminar room that cost of Php 35, 000 for two days, includes audio
visual
equipment and set- up. With a seating capacity of 100 seats.
• The seminar facilitator charge Php 30, 000 per day.
• The seminar – workshop kit cost Php 3,000 per participants.
• RMD Management fees for the whole event is Php 70, 000
• Secretariat budget is Php 10,000.
• The desired profit will be 20%.