Funding and Budget

When planning a university event, consider your budget and funding needs. This list outlines some of the primary budget factors that should be considered.

  • Who is paying for the event?
    • University — identify unit(s) and contact
    • Outside source — identify organization and contact
    • Combination of both
      • Who will have approval authority for expenditures?
  • Prepare budget spreadsheet
    • What expenses need to be considered?
      • Printed materials such as invitations/RSVP cards and programs
      • Postage
      • Mementoes
      • Travel expenses for speaker(s)
      • Signage
      • Catering
      • Photographer
      • Tent, stage, podium, chairs, tables, lighting
      • Electronics such as sound system, LCD projector, DVD, laptop
      • Flowers, plants, balloons or other decor
      • Security
      • Ceremonial items, such as shovels and hard hats with insignia for groundbreakings, or ribbons and scissors for ribbon-cutting events
      • Room rental
      • Production company fees