SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
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Event Name: Provide the name of the event or exhibition.
Event Date(s): Enter the start and end dates of the event.
Event Location: Enter the venue or location where the event will be held.
1. Venue and Logistics Costs
Item
Description
Estimated Cost
Actual Cost
Notes
Venue Rental
Rental cost for the exhibition space.
$
$
Booth Setup & Design
Costs for booth construction, design, and signage.
$
$
Booth Materials (Displays, Furniture, AV)
Displays, furniture, and technical equipment for the booth.
$
$
Shipping and Freight
Costs for shipping materials and exhibits to the venue.
$
$
Electricity & Utilities
Electricity, Wi-Fi, water, and other utilities required for the booth.
$
$
Security & Insurance
Event insurance and security fees.
$
$
2. Marketing and Promotion
Item
Description
Estimated Cost
Actual Cost
Notes
Pre-Event Advertising
Social media ads, Google Ads, influencer collaborations, etc.
$
$
Post-Event Marketing
Costs for follow-up emails, retargeting ads, and promotional content.
$
$
Printed Materials
Brochures, flyers, and handouts.
$
$
Event Promotion (Email/Direct Mail)
Campaign costs for pre-event invitations and promotions.
$
$
Digital Marketing (Social Media)
Social media ads, graphics, and posts to promote the event.
$
$
3. Staffing Costs
Item
Description
Estimated Cost
Actual Cost
Notes
Staff Salaries / Wages
Salaries or hourly wages for the event staff.
$
$
Include salaries for booth staff, managers, and support.
Travel and Accommodation
Costs for travel, lodging, and meals for staff and speakers.
$
$
Meals & Catering
Meals, snacks, and beverages for the staff and attendees during the event.
$
$
Uniforms/Branded Apparel
Branded apparel for the team working at the event.
$
$
4. Exhibitor and Vendor Costs
Item
Description
Estimated Cost
Actual Cost
Notes
Vendor Booth Fees
Fees for partnering with other vendors or exhibitors at the event.
$
$
Speaker Fees / Honorariums
Fees for guest speakers or industry experts.
$
$
Catering for Exhibitors/Vendors
Costs to provide meals and snacks for other exhibitors and vendors.
$
$
5. Event Technology and Equipment
Item
Description
Estimated Cost
Actual Cost
Notes
AV Equipment (Sound, Lighting, Projectors)
Audio-visual setup for the event and booth presentations.
$
$
Internet/Technology Fees
Fees for internet access, additional tech needs, etc.
$
$
Lead Capture Technology
Digital tools or apps to capture leads and attendee information.
$
$
6. Miscellaneous Costs
Item
Description
Estimated Cost
Actual Cost
Notes
Contingency Fund
Budget allocated for unexpected costs.
$
$
Typically 5-10% of total budget.
Event Decor & Theming
Any additional decor or themed design elements.
$
$
Transport (Internal/Local)
Transportation for setting up and tearing down the event.
$
$
7. Total Estimated Costs
Total Estimated Cost
Total of all costs in the sections above.
$ Total
$ Total
8. Sponsorship and Revenue
Item
Description
Estimated Revenue
Actual Revenue
Notes
Sponsorship Revenue
Revenue from event sponsors.
$
$
Ticket Sales / Registration Fees
Revenue from event ticket sales or attendee registration fees.
$
$
Product Sales
Sales of SayPro products or services during the event.
$
$
9. Final Budget Summary
Item
Estimated Total
Actual Total
Variance
Total Estimated Event Costs
$
$
$
Total Event Revenue (from Sponsors, Ticket Sales, etc.)
$
$
$
Net Event Cost/Profit
Calculated difference between total costs and total revenue
$
$
Notes & Comments: Provide any additional comments or explanations related to the budget.
This template helps you track and manage the costs associated with organizing service exhibitions and retail events for SayPro. You can adjust the categories and items as needed depending on the specifics of the event. Ensure that each line item is carefully estimated and tracked, as this will help with both event planning and post-event financial analysis.
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