Before you start
This template separates your total event budget from any individual vendor quotation. Each row is an example line item; add or remove rows to match your event. Do not treat the categories as a mandatory list or a vendor's pricing structure.
See what changes an event rental quote for how venue, timing and item selection affect a vendor quotation. See planning a corporate family day for programme and logistics guidance.
Budget template
Copy this table into a spreadsheet or document. All cost fields are blank for you to complete. The subtotal column can be computed as quantity multiplied by unit cost, or entered as a lump sum where the vendor quotes a single figure.
| Category | Line Item | Unit | Qty | Unit Cost | Subtotal | Notes |
|---|---|---|---|---|---|---|
| Venue | Venue hire | hours / half-day | The venue's own charge. Check what is included before adding separate lines. | |||
| Venue | Venue extras | per item | Cleaning, overtime, security deposit or anything charged separately. | |||
| Activity Rental | Bouncy castle or inflatable | per unit | Vendor quotation. Confirm delivery, setup and collection are included. | |||
| Activity Rental | Carnival games and booths | per station | Number of stations depends on headcount and programme duration. | |||
| Activity Rental | Photo booth | per unit | Confirm the selected model, output and operating hours in the quote. | |||
| Activity Rental | Ball pit or kiddy rides | per unit | Confirm age suitability and supervision with the vendor. | |||
| Activity Rental | Fringe activities | per station | Craft, tattoo, face painting etc. Use the selected items and the supplier’s quotation structure. | |||
| Activity Rental | Other rental items | varies | Claw machines, arcade, balloon decorations, shows, emcee. | |||
| Food & Beverage | Live food stations | per station | Vendor quotation with servings per hour and crew. | |||
| Food & Beverage | Pre-packed food or catering | per pax | Alternative to live stations. Separate vendor if applicable. | |||
| Food & Beverage | Beverages | per station or per pax | Drinks stations, bottled water, dispensers. | |||
| AV & Production | Sound system and microphone | per set | PA, wireless mic, music playback. Check venue restrictions. | |||
| AV & Production | Stage or platform | per unit | Modular stage. Confirm ceiling height and load limit. | |||
| AV & Production | Lighting or projector | per item | Decorative or functional. Check venue power capacity. | |||
| Staffing | Vendor crew | as quoted | Check which staff, if any, the quotation includes before adding a separate cost. | |||
| Staffing | Internal committee time | hours x people | Resource cost even if not a cash outflow. | |||
| Staffing | External emcee or performer | per engagement | If booked separately from the rental vendor. | |||
| Logistics | Delivery and collection | per trip or included | Often included in vendor quotes. Confirm first. | |||
| Logistics | Tentage or shelter | per unit | Outdoor events. Confirm anchoring with venue. | |||
| Logistics | Signage and decorations | per item | Banners, directional signs, balloon decorations. | |||
| Logistics | Permits or insurance | per event | Check venue and local authority requirements. | |||
| Contingency | Contingency reserve | % or lump sum | Buffer for unexpected costs. Enter a reserve chosen for your event. |
How to use this template
Headcount planning
Variable costs (food per pax, activity stations for larger crowds) scale with attendance. Other costs may depend on the booking window, space or conditions. Use the actual quotation rather than assuming a cost is fixed. Estimate attendance conservatively, then adjust quantities if the RSVP exceeds the estimate.
Unit quotations versus lump sums
Some vendors quote a per-unit price (food per serving, game per station). Others quote a lump sum for the entire event (photo booth for the day, show performance fee). Use whichever the vendor provides. If the quotation includes delivery, crew and setup, do not add separate rows for those.
Avoiding double-counting
Ask each vendor what their quotation includes. Check delivery, setup, teardown and staffing individually in the quotation. Only add a separate budget line for items not covered by a vendor's quote.
Committed versus actual
Track which lines have a confirmed quotation and which are estimates. A committed cost has a vendor quote accepted; an estimated cost is a placeholder. Replace estimates with actual quotes as you collect them.
Contingency
Choose a reserve after identifying uncertain costs and agreeing the budget with your organisation. There is no fixed percentage in this template. The contingency is a buffer, not a spending target.
What this template does not cover
This is an organiser planning tool. It does not represent any vendor's pricing, and it does not include BouncePark rental prices. Request a quotation through the event enquiry builder after your budget is approved.
Frequently asked questions
Check exactly what each quotation covers, including delivery, setup, collection and any staffing. Add separate rows only for costs that are outside that quotation. Note which supplier and quote version each amount comes from.
Choose a reserve based on the uncertainties in your actual programme, venue and supplier quotations, then agree it with your organisation. This template does not set a recommended percentage or include a supplier surcharge.
It is not a cash cost, but tracking committee hours gives management a complete picture of the event's resource commitment. Include it as a line item even if the cost column stays blank.