Things you might need money for
Things will change as you move through the planning process of your event so be prepared to add or remove costs as you go.
Make sure you separate your costs into the essentials and a wish list.
It’s always worth asking experienced organisers what they eventually had to pay for that they didn’t think of at first.
Here’s a list of some of the things you need to budget for:
Venue or space, marquee or gazebo if outside
Food and drink
Promotion. For example, posters, paid social media ads, local advertising
Resources and tools. For example, costumes, gardening equipment, tables and chairs
How many people to budget for
You’ll need to look at your event plan before you can work this out. Find more information on making an event plan.
who you’re aiming to attract to your event. If it’s a hard to reach group, a lower number of people may turn up on the day
the location of your event
the time of your event
how many people can fit into the venue or space you’ve got
how popular you think your event is going to be
Decide if your event is free
Charging an entry fee is one way of raising funds to cover your costs. Look at Fund your event for more ideas.
Think about whether:
it’s right for your target audience. You don’t want to put people off coming to your event
the money you raise will meet your costs if numbers are low on the day
If you do charge an entry fee, consider making it a voluntary donation rather than a set price.
Instead of covering costs, the voluntary donation could go towards raising money for:
a local cause in your community
another event you’re organising
Selling advance tickets will also help you plan for catering numbers if you decide to provide food and drink.
When to use your own money
Consider this option carefully.
Costs can easily go up and it’s not wise to put yourself under financial strain.
There are plenty of other ways to raise money for your event. Look at Fund your event to get some ideas.
If you’ve already explored other ways to fund your event and had no luck, make sure you only put in what you can afford.
Talk to Natalie
Natalie is a Co-op Member Pioneer who helps bring people together to improve local communities. Find out more about Member Pioneers.
I’ve been a Co-op store manager for 5 years and jumped at the chance of being a Member Pioneer. I’m passionate about community and want to make a difference to people’s lives. I’ll put you in touch with other Member Pioneers in your community who can advise and help
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