Work With Your Event Manager to Create an Event Budget

Items Your UCLA Event Manager will Consider in Creating an Event Budget

To create your event budget, you will need to have a strong understanding of your event and its needs. Your UCLA event manager can provide you with a billing summary from which to start as the venue cost, equipment, and audio-visual needs he/she also coordinates make up the bulk of the costs. Also, the UCLA event manager generally coordinates the University and off-campus service orders, so be sure to make this one of your first stops!

See the list below for additional items to consider for your event budget.

Venue Costs

  • Rental Fee 
  • Venue Staffing 
  • Event Manager Facilitation Fee 
  • Special internet, phone line, or electrical hookup 
  • Security Guards 
  • Snacks 
  • Wait Staff

Equipment Rentals 

  • Table 
  • Chairs 
  • Podium 
  • Staging/Risers 
  • Tent/Canopy 
  • Heaters

Audio Visual Equipment Costs

  • Overhead/Slide/LCD Projector 
  • Sound System (speaking rig, mid-range rig, concert rig) 
  • Lighting 
  • Walkie Talkies 
  • Laptop 
  • Flip Charts 
  • Easels 
  • Dry Erase White Board

Venue Decorations

  • Posters 
  • Tablecloths and/or Skirting 
  • Flowers, Potted Plants 
  • Table Decorations 
  • Stage Scenery

Tickets for Entry

  • Printing costs 
  • Wages for CTO Ticket Sellers

Parking Costs

  • Parking Attendants 
  • Permits for selected attendees

Promotional Materials 

  • Directional signage for attendees 
  • Banner advertising event 
  • Banner Space Rental Fee 
  • Invitation

Food Costs

  • Cost per person 
  • Beverages 
  • Served Meal vs. Buffet 
  • Bartender 
  • Bar/Glassware 
  • Flyers