Event Budget Template (Excel)

What is in this template

One main sheet, Budget, plus a How to use tab. It is built for weddings, parties, conferences, fundraisers and company events where the cost depends on how many guests come.

Budget

Enter the event name, date, number of guests and total budget. List up to 40 items with a category, quantity and unit cost. Estimated cost is quantity times unit cost. Type the actual cost when the bill arrives and mark each item Yes, Part or No for paid. Variance and a status of Over, OK or Not billed are calculated. Under the table you get estimated cost, actual cost so far, budget left on the estimate, estimated cost per guest and a count of items marked unpaid. A category table and bar chart compare estimated with actual.

How to use

Steps with links that jump to the main sheet.

The sample data

The sample is a company awards dinner for 80 guests with a $12,000 budget. Eight items are estimated at $9,640, which is $120.50 a guest and leaves $2,360 of the budget. Actual costs entered so far are $7,555. The buffet came in at $3,120 against $3,040 and shows Over. Three items are marked No for paid.

How to use it

1. Enter the event name, date, guest count and total budget.
2. List every cost with a category, quantity and unit cost.
3. Get quotes and update the unit costs as they firm up.
4. Type actual costs as bills arrive and mark what is paid.
5. Check cost per guest and the chart before you commit to more spend.

Tips

• Put per-guest costs, such as catering, as quantity = guests so they update when you change numbers.
• Add a line for tips and service charges, which are often missed.
• Keep a small buffer line for last-minute costs.
• Sort by the Paid? column before the event to see what still needs paying.

Frequently asked questions

More free tools: All free calculators · Budget template for Excel · Project budget template · How to budget for an event