How to Organize a Day Budget for a Community
Organizing a community event involves more than planning activities and securing a location. Before the actual planning, the person organizing the event must establish a day budget and determine how funds will be allocated for the event. Failure to create a budget can result in overspending or communities can run out of money before they're able to complete the project.
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Instructions
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Determine the available cash for the event. Every community event planner has a specified dollar amount that he is able to spend. Speak with the treasurer or someone in accounts payable to assess the resources available to carry out an event or project.
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Create a breakdown, and brainstorm what's needed for the community event or project. For example, you might need a venue, catering and advertising materials.
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Look for a location to hold the event. Contact places that are within your budget. For example, if you can afford to spend thousands of dollars on a location, check with banquet halls. If you're working with a smaller budget, consider conference rooms or recreational halls.
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Decide how much to spend promoting the community event. Promotions might include printing T-shirts, posters, pens and flyers or creating radio and commercial spots. Meet with marketing professionals to evaluate the cost of various advertising mediums and choose a strategy that's within your budget.
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Compare food prices. Food is an expensive aspect of organizing community events. Review your guest list, and then decide how much you're able to spend on each attendee. For example, if you have a food budget of $1,000 and you anticipate 75 guests, you can spend $13 per person (includes drinks and desserts). Consult a caterer to discuss your options.
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Take care of miscellaneous expenses. Don't overlook minor details when organizing a budget for a community day event. These might include the cost for invitations, postage, decorations, event programs and party favors. Anticipate how much you will need to complete these tasks.
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