Resources #1: build a budget
Goal: clarify how much your project costs.
Below is a budget template designed to help you translate your project scope into concrete costs. A budget is a translation of your project scope into specific needs. Before opening a spreadsheet, get clear on what you’re producing and standards for budgeting guided by your values.
Budgets are estimates. Early numbers are placeholders and should change as you get quotes.
Designers make choices. What you buy, rent, borrow, or skip reflects your priorities, how much you have to spend, and relationships.
Make labor visible. Whether or not you cover all labor, keep track of what you think costs should be. if. everyone was fairly paid.
Expect tradeoffs. If one category grows, another may need to shrink.
Use budgets as planning tools. To help you anticipate needs.
How to Use This Budget Template
This spreadsheet is a flexible planning structure, not a fixed or exhaustive list. Many decisions in this sheet are up to the designer, producer, or organizer. Costs are not accurate and will also vary widely depending on your values, relationships, scale, location, and access to resources. You should feel free to rename categories, add rows, remove items, or change entirely.
Key Columns Explained
What: A clear description of the item or service. Specific enough to understand, flexible enough to change.
Unit $: Estimated cost per item or service.
# of Units: Where scope becomes concrete (e.g., number of tents, meals, or days of labor).
Total Cost: Automatically calculated (Unit $ × # of Units) so you can see what’s driving the budget.
TOTAL: Used for subtotals and the overall project total, helping you assess balance across categories.
Material Type: Indicates how something is sourced: Buy, Rent, Borrow, or Forego. This helps you think strategically, not just financially.
Purchase Link / Specs: For vendor links, notes, or requirements—useful for repeat events and accountability.
Who’s Purchasing: Clarifies responsibility (producer, artist, partner, sponsor).
Purchase Deadline: Helps with planning and risk management, especially for permits, insurance, and rentals.
