EINTROEVM

1. Working on
the Event
Budget and
Timeline
EINTROEVM
M.Aldana ‘17

2. The Event Budget and Timeline
• An event manager works with two very important resources – money
and time.

3. The Event Budget

4. The Event Budget
• A budget is a numeric form that puts the event plan into action.
• An Event Plan is nothing but paper without a budget to bring it to life.
• The Event Manager has to learn how to put the Event Budget together
by understanding the various budgetary items and how to account for
revenues, expense and profit.
• A checklist for budget monitoring is also recommended.

5. The Event Budget
• A budget stems from funds that have been earmarked for the event or
simply how much the host (client) intends to spend for an event.
• An understanding of the event objectives can also impact the budget.
• The event budget should be based on:
• How much was spent on previous or similar events
• Marketing projections
• Expected return on investment (ROI)
• Type of financing used for the event (borrowed funds, prepayment, existing funds)
• And expected financial recovery

6. The Event Budget
• The budget has three (3) basic parts:
• Revenue – refers to the earnings from the event (money that comes in)
• Expenses – refers to payments made for goods and services used for the event
(money that goes out)
• Profit – represents a surplus, or what is left from the revenue after all the expenses
have been paid.
Revenue – Expense = Profit (Loss)

7. Understanding Event Expenses
• While going through the event plan, identify the expense in each
element of the plan.
• Then list all probable expenses and seek a good estimate for them.
• Expenses can be classified into:
• Fixed Costs – includes expenses incurred in the staging and management of an
event that are not likely to change as the number of attendees increases or
decreases.
• Variable Costs – includes expenses that vary depending on how many people
attend the event.
(Variable Cost per participant x the number of participants) + Fixed Costs = Total Cost
of Production

8. Sources of Revenue
• Events intended for profit or break-even events may consider the
following sources of revenue:
• Ticket sales or admission fees
• Registration Fees
• Donations and Grants
• Gifts in kind
• Sponsorship and advertising fees
• Exhibit or exposition booth rental fees
• Concession sales
• Merchandise sales
• Supplier discounts

9. Setting Ticket Prices, Admission or
Registration Fees
• Ticket Price/Admission/Registration Fee =
Variable Cost per Attendee + cost of event
promotion per attendee + share of fixed cost per
attendee + a targeted profit percentage per
ticket price + applicable sales taxes

10. Variable Cost Percentage
• Of the ticket price, what
percentage will actual variable
cost account for?
• What percentage will cover
fixed costs?

11. Sponsorship and Advertising Revenue
• Sponsors and event partners provide incremental revenue.
• Sponsors are an additional source of funds in exchange for
promotional mileage, or advertising exposure.

12. Identifying Possible Sponsors
• Select sponsors whose products or brand image matches that of the
event.
• Check your network – among the people you know, who could help
you?

13. Benefits
• Media Mileage
• Inclusion in event merchandising materials
• Website ads
• On-premise merchandising during the event
• Promotional activities during the event
• Product/brand mentions or acknowledgements
• Access to participant’s information
• Competitive lock-out

14. Determining “Values” for the benefits
• Radio or TV airtime
• Print ad space
• Poster space
• On-site merchandising

15. Define Sponsorship Packages
• Presentor
• Major Sponsor
• Minor Sponsor

16. Sponsorship Contracts
• After getting the sponsors to agree, have the sponsorship contract
signed and make a timetable for deliverables.
• Make sure you deliver on all your promises.

17. Donations and Grants
• For fund-raising events, consider soliciting donations from individuals
and non-corporate givers.
• Identify individuals and parties who have close affinity with or a deep
interest in the event and its target audience or the beneficiaries.
• Unlike corporate sponsors, these donors do not usually need much
advertising and merchandising mileage.

18. Gifts in Kind
• Some expenses may be covered through sponsorships or gifts in kind
• Food for preparatory meetings, rehearsals, and during the event
• Costumes for performers or uniforms for event security
• Accommodations for event staff, performers and guests
• Transportation of equipment, staff and participants
• Printing of event collaterals
• Awards and trophies for competitions or to commend event volunteers
• Giveaways which will help enhance the ev

19. Other Sources of Revenue
• Exhibit or booth rental fees
• Concession fees
• Merchandise sales
• Supplier discounts

20. Drafting the Event Budget
• Determine the budget for your event, keeping in mind its financial
objectives
• Hosted Events: Revenues < Expenses
• Revenue-Generating Events: Revenue > Expenses
• Break-Event Events: Revenue=Expenses

21. Hosted Events

22. Revenue-generating Events

23. Break-even Events

24. The Event
Timeline

25. The Event Timeline
• Time is one other resource that the Event Team has to make optimum use of.
• Always be conscious of how much time you have to plan and implement your
plan before the day of the event.
• Determine the activities that must be completed before the actual event, the
chronological sequence of these activities, and how much time is needed to
complete each task.
• The next step is to organize the work and allocate time for each, keeping in
mind the time available to plan the event.
• The timeline identifies what activities must be completed by a certain date.
Use this to check the team’s progress in putting the event together.

26. Gantt Chart

27. Exercise
A. Supposing you are organizing a hosted event, and given the following
details compute for what is asked:
• Honorarium for Speaker = PHP 5,000.00
• Venue Rental = PHP 3,000.00
• Souvenir Items = PHP 50.00 per pax
• Snacks = PHP 75.00 per pax
• Number of participants = 100
• How much should the event budget be? (Show computations)

28. Exercise
B. Supposing you are organizing a revenue-generating event, and given
the following details compute for what is asked:
• Honorarium for Speaker = PHP 5,000.00
• Venue Rental = PHP 3,000.00
• Souvenir Items = PHP 50.00 per pax
• Snacks = PHP 75.00 per pax
• Number of participants = 100
• Target profit = PHP 3,000.00
• How much should the registration fee per participant be?

29. Exercise
C. Supposing you are organizing a break-even event, and given the
following details compute for the amount:
• Honorarium for Speaker = PHP 5,000.00
• Venue Rental = PHP 3,000.00
• Souvenir Items = PHP 50.00 per pax
• Snacks = PHP 75.00 per pax
• Sponsorship = PHP 2,000.00
• Registration Fee = PHP 100.00
• How many participants are needed to break-even?