Event budget template (CSV for Excel and Google Sheets)

This template lists the cost lines of a typical corporate event, retreat or incentive trip, grouped by category. Download the CSV file, open it in Excel, Google Sheets or Numbers, and fill in the quantities and unit costs for your event. Delete the lines you do not need and add your own.

How to use it

1. Start with the estimate column. Use your per-person ceiling and the headcount range to fill in rough numbers before you request quotes.
2. Add quotes as they arrive. Enter each supplier's quoted unit cost and note what it includes (VAT, service charge, currency).
3. Track actuals after the event. Compare final invoices with quotes; the difference shows where changes happened on site.
4. Keep a contingency line. Many planners keep a reserve for last-minute changes and currency movements; agree the size with your budget owner.

Categories in the template

• Venue and meeting space: room hire, breakout rooms, outdoor areas.
• Accommodation: rooms by type and night, city tax.
• Food and beverage: breakfasts, lunches, dinners, coffee breaks, reception, gala dinner, drinks.
• Travel: flights, airport transfers, coaches, local transport.
• Activities and experiences: team building, excursions, guides, entrance fees.
• Production and AV: stage, screens, sound, lighting, technicians, streaming, interpretation.
• Speakers, hosts and entertainment.
• Branding, print and gifts.
• Staff and management: planner fees, on-site staff, photographer.
• Insurance, visas and admin.
• Contingency and currency buffer.

Tips

• Write every amount in one currency and note the exchange rate you used.
• Note whether each quote includes VAT and service charges; mixing them is the most common budget error.
• For an indicative range by destination, try our free budget calculator first, then use this sheet for the detail.