Skidmore College Sample Event Budget - Expenses, Income, Funding and Checks

Sep 12, 2026

Skidmore College’s sample event budget page provides a structured template to plan event expenses, projected income, and funding sources. It lists common production cost line items such as talent fees, venue rentals, labor and gear, equipment rentals, food and beverage services, transportation, lodging, and promotional printing. It also guides ticket revenue estimation, requires clear math, and supports sponsor and club-account funding entries. Budgeting guidance emphasizes financial guidelines, check processing timelines, cash-advance planning, and petty cash sign-out procedures.

LanguageEnglish

CategoryForms

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Expenses/Productions Costs

Talent and production line items

Equipment, services, and other expenses

Projected Income

Ticket revenue estimation

Additional revenues

Funding

Club account and sponsors

Projected Profits/Loss

Explanations and required procedures

Skidmore College Sample Event Budget This Event Budget Page covers many of the commonly encountered line items for producing an event. Fill in all that apply to your event. If you require any help drafting your budget and production plan, please feel welcome to call on the professional staff in Leadership Activities. Only fill the applicable lines. It is expected that all responsible event planners are familiar with the Financial guidelines set forth by the SGA and the College. I. Expenses/Productions Costs Talent/Artist/Speaker Fee/DJ ([incl. travel](incl. travel), lodging, meals, Agent Commission) Venue Rental & Use Fees (off campus) Sound/Lighting/Stage Labor and Gear Equipment Rental (eg. Catering Equipment, snow cone machine... ) Piano Tuning (equipment maintenance) Food, Snacks, Bartending or Beverage Services Lodging Transportation Decorations Costumes/Props/Scenery T-shirts/Give-aways Advertising Ticket Printing or Box Office Costs/Programs Other Expenses: Other Expenses: Total: II. Projected Income To estimate ticket income, multiply conservative expected attendance by ticket price – this money is generally considered UNRELIABLE and should not be a considerable part of the foundation of your budget! Anticipated Ticket revenue (if any) . Clearly indicate the math (Ticket price $ x = ) Additional Revenues expected from sales of items, etc. Total Projected Income III. Funding Amount in Club Account (Current Ledger Balance) Amount budgeted from your Club's available funds for this event Additional Sponsors (if any): (Offices, academic departments, etc) 1. Amount Pledged 2. Amount Pledged 3.Amount Pledged Total: IV. Projected Profits/ Loss from this event * Note that MANY student events cost more money to produce than will be made. That's ok! If you anticipate profit from this event, where do you hope to apply those funds? (beneficiary, organization account, a specific future event, a party to thank all who helped.... ) Projected Profits/Loss Explanation *NEED CHECKS? Please note it takes 7-10 days to process checks through the SGA Financial Coordinator. *Remember that you cannot enter into a contractual agreement until you have secured all of the necessary funds and Leadership Activities has reviewed the contract!!! *NEED A CASH ADVANCE? Fill out a cash advance form, available from the SGA Financial Coordinator, and allow for 7-10 days to process the check. * NEED PETTY CASH? Need cash for change or shopping for your event? Sign out a cash box with the SGA Financial Coordinator. Most cash boxes have $50 in singles to help you make change for your event. Additional arrangements may be discussed in advance. ([kscully@skidmore.edu](kscully@skidmore.edu)) If admission is ‘Free”, please state. If multiple prices, please note all categories and costs, e.g.: “Skidmore Students @ $3, All others $5. For parties, we encourage a discounted rate for early arrivals, i.e.“one dollar off admission before 11 pm.”

FAQs

What expense categories are included in the Skidmore sample event budget?

The template covers talent or artist fees, venue rental, sound/lighting/stage labor and gear, equipment rentals, piano tuning, food and beverage services, lodging, transportation, decorations, costumes/props/scenery, T-shirts/give-aways, advertising, ticket printing/box office costs, and an other-expenses section.

How should projected ticket income be estimated in this budget page?

Multiply the conservative expected attendance by the ticket price, and clearly indicate the calculation. The guidance also notes that ticket revenue is generally considered unreliable and should not be a major foundation for the budget.

What rules and timing apply to using checks, cash advances, and petty cash?

Check processing takes 7–10 days through the SGA Financial Coordinator, and contracts cannot be entered into until necessary funds are secured and Leadership Activities has reviewed the contract. For a cash advance, a cash advance form must be filled out with 7–10 days processing time, and petty cash requires signing out a cash box with the SGA Financial Coordinator.

Sep 12, 2026

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