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Things to consider when Budgeting (programs/event):

  1. Allow ample programming (Min of 3-6 months in advance)

  2. Purpose of the program (Entertainment, annual event, cultural theme, etc.)

  3. Number of attendees/Size of the program

  4. Venue capacity

  5. Estimate budget (Max funding available;outside/inside resources)

  6. Have a suggested list of performers and their fees (fees for lodging and transportation)

  7. Sound and lighting requirements (Depending on the event)

  8. Venue rental fees inclusive of setup and teardown fees

  9. Security if necessary

  10. Food (if applicable)

  11. Entrance fees (if necessary)

Things to consider when Budgeting (travel expenses):

  1. Plan ahead of time (3-6 months in advance)

  2. Destination

    1. Type of transportation needed

  3. Lodging expenses

  4. Registration expenses

  5. Meals and other incidentals fees

  6. Number of attendees necessary to accomplish a successful trip

  7. Length of trip

    1. How many days out of class?

  8. Co-curricular activity fees during the trip (e.g., Museums, Tours, Bus Service, etc.,)

Budgeting Tips:

1. Have a Plan

To begin budgeting, you should have a plan to know exactly what you need to budget for. Meeting with your members will help create a list of events, activities, or trips to different locations. Including ideas for the whole school year will give you a head start against the competition.

  • Activities Fair: food and leaflet costs

  • General Meetings: food costs

  • Movie Screening Nights: food, room reservation, and screening permit costs

  • Guest Speaker: room reservation, speaker fees, travel costs, publicity costs, technical cost

  • Travel Experiences: transportation costs, possible lodging, registration or admission fees.

  • Concert/Music Performers: Venues, performance fees, sounds, and technical needs,

2.  Estimate cost

Writing out a plan for the events you wish to throw during the year could also help by determining the cost of the event. Including items like decorations, costumes, and/or games could help your organization understand how much the event might cost. This could also help you cut out pricier events.  

3. Where to find the money?

  • Fundraising

  • Charging dues

  • Selling items

  • Auctions

  • Contest

  • Ask for Donations

  • Working with Departments

4.  Cutting money corners

Money is hard to come by. Tips and tricks to saving money can help your club throw amazing events without breaking the bank.

  • Always look for sales!

  • Dollar Stores, Dollar Stores, Dollar Stores

  • Write a list before you throw anything into the cart

  • Price check!

  • Go in groups

  • Collaboration with other organizations

5. Keep track of spending

The treasurer's role in the club is that of great importance! Having your treasurer keep records of club spending and even the cost of previous events could help you save big bucks!

  • Keep track of spending (It's good to have a reference for future members)

  • Have a history of previous spendings on events, items, etc.

  • Transition notebook

  • Communicate with previous board members

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Budgeting Tips