{"id":7816,"date":"2017-03-07T10:00:54","date_gmt":"2017-03-07T15:00:54","guid":{"rendered":"https:\/\/womensministrytoolbox.com\/?p=7816"},"modified":"2020-08-25T16:49:06","modified_gmt":"2020-08-25T20:49:06","slug":"budgeting-for-an-event-free-printable","status":"publish","type":"post","link":"https:\/\/womensministrytoolbox.com\/budgeting-for-an-event-free-printable\/","title":{"rendered":"Budgeting for an Event (Free Printable)"},"content":{"rendered":"

\"\"<\/p>\n

Does your team struggle with budgeting for an event?<\/p>\n

Perhaps you’ve under or overshot your budget on multiple occassions.<\/p>\n

Maybe budgeting for a ministry event is an area where you or your team could use some training.<\/p>\n

Help is here! Today I’m sharing a free printable Event Budget form with you.<\/h4>\n

The first time I transitioned from serving on the women\u2019s ministry team in one church to serving in another I learned quickly that every church has its own way of doing things.<\/p>\n

While I might have had to fill out a form in one church, another church just required an email or a phone call.<\/p>\n

One of the most useful forms<\/strong> I\u2019ve come across, having served in three different churches, was the Special Event\/Project Budgeting Sheet from our church in Apex, NC.<\/p>\n

Once a year as we submitted our budget requests, we had to complete the Special Event\/Project Budgeting Sheet. The sheet was to be filled out for every event, activity, or project we were going to put on our calendar during the next fiscal year.<\/p>\n

It\u2019s a detailed sheet that forced our team to get specific about our budget request.<\/h4>\n

If we wanted budgeted money we had to show on paper how it would be used.<\/p>\n

In cases where we were going to host a zero budget event (where you charge a fee to balance out the cost), we had to put that on paper too.<\/p>\n

Thinking through the nitty-gritty details helped to ensure we didn\u2019t overlook a large expense or a bunch of smaller ones.<\/p>\n

Knowing how helpful it was for our team, I\u2019ve tweaked and recreated this form for you to use.<\/p>\n

You\u2019ll find a free PDF file of the Event Budget Form at the bottom of this post.<\/strong><\/p>\n

\"\"<\/a><\/h5>\n

10 tips for Using the Event Budget Form<\/h3>\n

1. If your expenses do not equal the amount you\u2019ve budgeted for the event, you\u2019re going to need to charge a fee<\/strong>, fundraise, or secure donations. Talk to your Pastor about what is appropriate at your church.<\/p>\n

2. If your ministry has no budget<\/strong> (I know that\u2019s the case for a lot of smaller churches) hold your planning team accountable for taking every expense into consideration so no one spends money out of their own pocket to cover the cost.<\/p>\n

3. Many of the items may not apply to smaller events. Just leave them blank and move on.<\/p>\n

4. Utilize the empty spaces for expenses not already listed or place them in the miscellaneous category.<\/p>\n

5. Submit a copy to your pastor<\/strong> and\/or Finance Committee along with your annual budget request. Keep a copy<\/strong> for yourself and team leaders in your women\u2019s ministry binders<\/a>.<\/p>\n

6. Consider adding a small miscellaneous line item<\/strong> to cover large events such as a retreat or conference. There\u2019s a bigger chance you\u2019ll underestimate or forget a necessary expense.<\/p>\n

7. Allow the team flexibility to move money from one category<\/strong> to another if everyone is in agreement when the planning begins in earnest. You might stumble upon an amazing item for the retreat goodie bags<\/a> that costs $1\/per person that the team is willing to purchase if another line item is decreased to make up the increased cost.<\/p>\n

8. Keep copies for future planning purposes.<\/strong> It\u2019s a lot easier to pull out a retreat budget<\/a> from two years ago and tweak it than to create one again from scratch. At the same time attach any notes or a copy of your Post Event Evaluation Form<\/a> that will be of assistance in the future. You may discover you greatly over or underestimated an item or two.<\/p>\n

9. Don\u2019t forget your servers and childcare volunteers.<\/strong> If you\u2019re hosting an event during a mealtime you\u2019ll need to clearly communicate if you are providing a meal or not.<\/p>\n

10. Encourage your team to get creative<\/strong> if costs are becoming prohibitive. It doesn\u2019t mean God doesn\u2019t want your team to move forward, it just means you may need to move in a way not expected. For example, let\u2019s say your childcare<\/a> costs are going to be a deal breaker, see if you can get the Youth department to serve in return for donations toward their next mission trip or summer camp.<\/p>\n

Here\u2019s the revamped version of that original form.<\/h5>\n

Feel free to print it and use it as is, or tweak it as needed for your ministry.<\/p>\n

Event Budget Worksheet<\/a> (Click to open free PDF file.)<\/p>\n

I hope you\u2019ll find it to be useful as you pray and plan for your upcoming women\u2019s ministry events.<\/p>\n

If you’re in need of additional budgeting forms<\/strong>, please check out the Women’s Ministry Binder Essentials ebook<\/a>, there is an entire section on budgets that you’ll find helpful!<\/p>\n

\"\"<\/a><\/p>\n

You may also want to read:
\n<\/strong>The Raffle Basket Project<\/a>
\n10 Ways to Stretch Your Women\u2019s Ministry Budget<\/a>
\nIs your event budget realistic?<\/a>
\nShopping for Women\u2019s Ministry Supplies \u2013 Part 1<\/a>
\nShopping for Women\u2019s Ministry Supplies \u2013 Part 2<\/a><\/p>\n

One year ago:<\/strong> 8 Ways to Encourage One Another<\/a>
\nTwo years ago:<\/strong> Why I Don\u2019t Do Bible Games<\/a>
\nThree years ago:<\/strong> Women\u2019s Outdoor Ministry Idea<\/a><\/p>\n

\"\"<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

Does your team struggle with budgeting for an event? 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