Free download · Any event
Free Event Budget Spreadsheet
Most event budgets go wrong in the gap between the first estimate and the final invoice. This spreadsheet keeps estimate, quote and actual side by side, so you see the gap while there is still time to adjust.
What's inside
Everything in the kit
- 45 prefilled line items across 10 categories
- Estimate, quote, actual, paid and balance due columns
- Cost per guest and money left in budget, with a red warning when you go over
- Suggested category split you can change
- Due date and vendor columns so nothing gets paid late
Files you get
- ExcelEvent Budget (Excel)Totals, cost per guest, left-in-budget warning and a suggested split by category
- CSVEvent Budget (CSV)Plain columns for any tool
Read next
Guides that go with this download
- Backyard Party vs Venue Cost: A Fair Chicago ComparisonCompare backyard party vs venue cost in the Chicago area, with the hidden line items on both sides, rough ranges and how to get quotes that compare fairly.
- Balloon Garland: Rent, Hire or DIY? Sizes and CostsCompare renting a frame, hiring a balloon artist or doing a DIY balloon garland. Learn lengths for tables, backdrops and arches plus weather limits.
- Catering Cost Per Person in Chicago: What Drives the PriceCatering cost per person in Chicago explained with rough ranges by service style, what raises or lowers the price and how to compare caterer quotes fairly.
- Certificate of Insurance (COI) for Event Rentals: A Plain GuideWhat a COI is, why Chicago venues ask for one from rental vendors, who provides it, and how to get it on time without last-minute panic.
- Chair Setup and Breakdown: Who Does What on Event DayWho sets up and breaks down rental chairs at a Chicago event: rental company, venue, caterer or you, with a day-of timeline, labor questions and a checklist.
- Chicago Event Delivery: Parking, Loading Zones and FinesHow rental trucks park in Chicago, what commercial loading zones cost, the fines for getting it wrong and how to plan a delivery window that works.
- Compostable Plates vs Rented China: Which Is Better for Your Event?Compare compostable plates and rented china on look, waste, labor, weather and park rules for Chicago-area events, with a checklist for choosing each.
- Corporate Event Budget Per Person: How to Plan the SplitHow to set a corporate event budget per person, split it by category and avoid surprise fees, with rough Chicago-area estimates and a worked example.
- Damage Waivers for Event Rentals: What They Cover and Don'tA damage waiver is not insurance. See what it usually covers, what it excludes, and how to decide whether the fee is worth it for your event.
Questions
About the Event Budget Spreadsheet
How should I split an event budget?
A common starting split puts about a third into food and drink, a fifth into the venue, roughly a tenth into rentals, and the rest across decor, entertainment, photos and a 5 to 10 percent contingency. The spreadsheet starts there and lets you change every share.
What do people forget to budget for?
Delivery and pickup fees, service charges and tax on catering, gratuities, overtime, permits, and a contingency. They are all listed as line items so you can price them early.
Is the budget spreadsheet really free?
Yes. Enter your email and the download links appear right away, with no account needed. You can unsubscribe from planning emails at any time.
Will the spreadsheets work in Google Sheets or Numbers?
Yes. The Excel files open in Microsoft Excel, Google Sheets (File, then Import) and Apple Numbers, and the formulas keep working. CSV versions are there for any tool that prefers plain columns.
Can I share it with my partner, family or committee?
Yes. Print it, forward it or upload it to a shared drive. It is free for personal and nonprofit planning use.
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