Budget Examples and Exercise 2/16/23

So as we discussed last class, the next step in pitching a project is making sure you have an accurate budget. This is also an essential part of grant proposals. While this is not the sexiest part of writing for civic engagement, I want to take this detour because budgeting is connected to so many other aspects of professional writing that are out there and because it’s tied to many civic engagement activities. (Unfortunately, capitalism makes the world go round, so knowing what funds you need and what funds you’ll have coming in is essential for getting things like community events off the ground.)

Three (+ One) Main Budget Sections: 

1. Income: what you’ll be bringing in (sponsorships, donations, grants, ticket fees if applicable, etc.)
2. Expenses: anything you’re spending (supplies, staffing costs, rental fees, marketing fees, etc.)
3. Any funds you are already bringing to the table: if you organization already has an account and has allocated money to the event; sometimes this is counted under income
4. BONUS SECTION – “In Kind” Contributions: this is free work, services, materials, etc. that people give to you for your program/event/initiative and need to be accounted for for tax purposes

What Should I Include on My Budget?

• • Income:
    1. Grants – any that you are applying to or have received (just mark them clearly)
    2. Donations – from private citizens
    3. Business sponsorships – donations that usually require advertising in some regard
    4. Sales – tickets, merch, products, services, or anything else that you actively are selling for cash
  • Expenses:
    1. Materials – what do you need to “do the thing”?
    2. Equipment – is there anything you need to rent or buy to help “do the thing”?
    3. Staffing – besides volunteers, is there anyone you need to pay? (vendors, entertainments, security, etc.)
    4. Marketing – how will you get the word out? 
    5. Venue – if this is taking place on ground, what are the costs of getting a space?
    6. Travel and Lodging – if applicable, do you need any kind of transportation for staff, participants, or anyone else associated with the program or event?

Note: Often helpful to have an additional sheet of the budget that projects when costs will need to be laid out and when money will be coming in. Keeping this and other budgeting documents matched up to bank accounts and receipts is also helpful for tax and accounting purposes. (Yes – nonprofit work can get into this stuff! Fun!!)

Budget Examples

1. 1. Victorian Days 2019 Entertainment Budget (partial budget) 
   2. Belvidere Heritage Victorian Days 2019 WCCH Arts Grant budget
   3. Trail access point example budget spreadsheet
   4. General proposal or pitch accompaniment budgets

Exercise: Creating a Practice Budget 

1. 1. I’ve set up a basic Google Sheet template for you. Please access the spreadsheet and make a copy in your  Google Drive folder for the class.
   2. I’d like you to develop a draft budget for the program/initiative/event that you just pitched.
      • Don’t panic – this is just practice! 🙂 
      • You can make up revenue numbers (just try to be realistic – feel free to ask me questions about what “realistic” might be)
   3. This involves some detective work! Google is your friend!
      • What are the average costs of items you need?
      • Is there something very specific you need? Awesome! How much is it?
   4. Include hyperlinks as evidence.
   5. Feel free to work in groups, collaborate, etc. as you work
      • You might be looking for similar items, services, etc.!
   6. Whatever we don’t finish will be for homework for Tuesday.