Project Budget Starter for Creative Work

Build the budget from the work, not from the amount of money a funder happens to offer. Start by pricing what it actually takes to deliver the project well, then decide how each cost will be covered.

Common expense categories

• Artist and facilitator compensation

• Project management and administration

• Venue or space

• Production and technical support

• Materials and supplies

• Equipment rental or purchase

• Marketing and audience development

• Documentation, photography, and video

• Insurance, permits, and security

• Accessibility and accommodations

• Travel and transportation

• Food and hospitality

• Contingency

Common revenue categories

• Confirmed grants

• Pending grants

• Sponsorships

• Donations

• Earned revenue

• Partner contributions

• In-kind support

• Organizer investment

Find the funding gap

Your total planned revenue should equal your total expenses. If it does not, the difference is your funding gap. That number becomes the problem your fundraising strategy needs to solve.

Separate cash from in-kind support

A donated venue, borrowed equipment, volunteer time, or contributed professional service can reduce the amount of cash you need, but it should not be confused with money available to pay other expenses. Track cash and in-kind support separately so the budget stays realistic.

Update budget versus actual

Once the project begins, track actual spending next to the original budget. That creates stronger reporting, helps you spot problems early, and gives you better evidence for future proposals.

Creative Currency is a free knowledge-sharing initiative from The Collaboration Corp.