Event Budget Template
Host ‘Intro to ReFi’ Meetup
Event Name: ______________________
Date: ______________________
Expected Attendance: ________ people
Budget Owner: ______________________
💰 Budget Summary
| Category | Estimated | Actual | Difference |
|---|---|---|---|
| Venue | $ | $ | $ |
| Food & Beverages | $ | $ | $ |
| Materials & Supplies | $ | $ | $ |
| Marketing & Promotion | $ | $ | $ |
| Honorariums | $ | $ | $ |
| Contingency (10-20%) | $ | $ | $ |
| TOTAL | $ | $ | $ |
📊 Detailed Budget Breakdown
1. Venue Costs
| Item | Details | Cost | Notes |
|---|---|---|---|
| Venue rental | _____ hours @ $_____/hr | $ | |
| Setup/cleanup fees | $ | ||
| A/V equipment rental | Projector, mics, speakers | $ | Often included |
| Insurance/deposits | $ | ||
| Parking passes | For speakers/team | $ | |
| SUBTOTAL | $ |
💡 Cost-Saving Tips:
- Negotiate with venue for nonprofit/community rate
- Partner with coworking spaces (often free for community events)
- Use community centers (typically $50-100)
- Host at a supportive business (cafe, brewery) in exchange for attendee purchases
2. Food & Beverages
| Item | Quantity | Unit Cost | Total | Notes |
|---|---|---|---|---|
| Light snacks | _____ servings | $ | $ | Fruit, veggies, crackers |
| Main food (optional) | _____ servings | $ | $ | Pizza, sandwiches |
| Coffee/tea | _____ cups | $ | $ | |
| Water | _____ bottles | $ | $ | Bulk/refillable |
| Special dietary | _____ servings | $ | $ | Vegan, GF, allergies |
| Plates/napkins/utensils | _____ sets | $ | $ | Compostable preferred |
| SUBTOTAL | $ |
Expected: 10-20 for full meal
💡 Cost-Saving Tips:
- Ask attendees to bring potluck items
- Seek in-kind donations from local businesses
- Partner with catering services for exposure
- Community dinner after (optional, split cost)
3. Materials & Supplies
| Item | Quantity | Unit Cost | Total | Notes |
|---|---|---|---|---|
| Name tags | _____ | $ | $ | |
| Markers/pens | _____ | $ | $ | |
| Printed agendas | _____ | $ | $ | |
| Feedback forms | _____ | $ | $ | Or use digital |
| Signage (directional) | _____ | $ | $ | |
| Sticky notes (workshops) | _____ pads | $ | $ | |
| Swag/handouts | _____ | $ | $ | Optional |
| SUBTOTAL | $ |
Expected: $20-50 total
💡 Cost-Saving Tips:
- Use digital alternatives (QR codes for feedback)
- Borrow supplies from team members
- Partner with sponsors for branded materials
4. Marketing & Promotion
| Item | Details | Cost | Notes |
|---|---|---|---|
| Event platform | lu.ma, Eventbrite | $ | Often free |
| Poster printing | _____ posters | $ | |
| Social media ads (optional) | Facebook, Instagram | $ | $20-50 can reach 1000+ |
| Promotional materials | Stickers, flyers | $ | |
| SUBTOTAL | $ |
Expected: 50-200 with ads
💡 Cost-Saving Tips:
- Use free platforms (lu.ma)
- Organic social media promotion
- Partner with local orgs for cross-promotion
- Tag @ReFiDAOist for ReFi DAO amplification
5. Honorariums (Optional)
| Person | Role | Amount | Notes |
|---|---|---|---|
| Keynote speaker | $ | If external expert | |
| Panelists | _____ @ $ | $ | Optional |
| Facilitators | _____ @ $ | $ | If hiring |
| Photographer/videographer | $ | Or volunteer | |
| SUBTOTAL | $ |
Expected: $0-300 (often volunteer-based)
💡 Notes:
- Many speakers/panelists in ReFi community volunteer
- Offer exposure and network access as alternative
- Small honorarium ($50-100) shows appreciation
6. Contingency Fund
| Description | Percentage | Amount |
|---|---|---|
| Unexpected costs | 10-20% of total | $ |
| Last-minute additions | $ | |
| SUBTOTAL | $ |
💡 Best Practice: Always include 10-20% buffer for unexpected costs
💵 Funding Sources
Confirmed Funding
| Source | Amount | Status | Notes |
|---|---|---|---|
| Personal/team budget | $ | ✅ | |
| Sponsor: __________ | $ | ✅ | |
| Grant: ____________ | $ | ✅ | |
| Ticket sales | $ | ✅ | |
| In-kind donations | $ | ✅ | Value of donated items |
| TOTAL FUNDING | $ |
Potential Funding
| Source | Amount | Status | Notes |
|---|---|---|---|
| Gitcoin Grants | $ | 🔄 Pending | Apply in advance |
| Celo Public Goods | $ | 🔄 Pending | |
| Protocol sponsors | $ | 🔄 Pending | Reach out early |
| Local businesses | $ | 🔄 Pending | Visibility exchange |
| TOTAL POTENTIAL | $ |
📈 Budget vs. Funding Analysis
| Amount | Notes | |
|---|---|---|
| Total Budget | $ | |
| Confirmed Funding | $ | |
| Funding Gap | $ | Negative = surplus |
| With Potential Funding | $ | If all sources confirm |
Status:
- ✅ Fully funded
- 🟡 Partially funded (___% covered)
- 🔴 Underfunded (need $____)
💡 Budget Optimization Strategies
If Over Budget:
- Reduce venue costs (free/cheaper space)
- Simplify food (snacks only, not full meal)
- Digital-first materials (no printing)
- Seek more sponsorships/partnerships
- Scale down attendance target
If Under Budget (Surplus):
- Upgrade food quality
- Add swag/materials
- Professional photographer/videographer
- Post-event community dinner
- Save for next event
📊 Cost Per Attendee Calculation
| Metric | Calculation | Result |
|---|---|---|
| Total Budget | (A) | $ |
| Expected Attendance | (B) | _____ people |
| Cost Per Attendee | (A) ÷ (B) | $_____ per person |
Benchmarks:
- Low-budget event: $5-15 per person
- Standard event: $15-30 per person
- Premium event: $30-50+ per person
🎯 Post-Event Actuals
Fill this section after the event to track actual spending
| Category | Budgeted | Actual | Variance | Notes |
|---|---|---|---|---|
| Venue | $ | $ | $ | |
| Food & Beverages | $ | $ | $ | |
| Materials | $ | $ | $ | |
| Marketing | $ | $ | $ | |
| Honorariums | $ | $ | $ | |
| Contingency | $ | $ | $ | |
| TOTAL | $ | $ | $ |
Lessons Learned:
- What went over budget? _____________________
- What came in under? _____________________
- What to do differently next time? _____________________
📞 Resource Links
Funding Opportunities:
- Gitcoin Grants
- Celo Public Goods
- ReFi DAO - Community support
Cost-Saving Tools:
- lu.ma - Free event pages
- Canva - Free design tools
- Google Forms - Free surveys/RSVPs
📦 Part of: Host Intro to ReFi Meetup Package
Version: 1.0
Last Updated: October 2025
Format: Markdown (convert to spreadsheet as needed)