Setting Event Budgets and Tracking Costs

Grenadine Event Planner helps you set event budgets and track costs so that you can stay on top of finances during your event planning and execution phases.

A note about currencies: Because the Grenadine Planner supports multiple currencies and exchange rates, before you get started with budgeting and cost tracking, make sure to go to Settings → System Settings and set the default currency for your events. All budgeted figures and reported costs will by default be entered in this currency.
A note about accounting charts of accounts: If you’ll need to export costs to an accounting system in the future, you should also make sure that you set the base “income” and “expense” account numbers, and that you review the Chart of Accounts to see if it matches your own accounting system’s numbers. You can change default account numbers by going to Settings → System Settings and selecting “Chart of Accounts”.

Here is the default chart of accounts supplied by the Grenadine Event Planner.

Entering your budget

You can enter or review your event budgets by going to Finance → Budget. Here you can set budget figures for all of your expected income sources and expense areas such as:

Event Income

  • Registration Fees and Ticket Sales
  • Sponsorships and Grants
  • Exhibit Booth Sales
  • Parking Revenue
  • Special Functions Fees & Ticket Sales
  • Advertising Revenue
  • Merchandise Sales (T-Shirts, Mugs, etc.)
  • Audiovisual Material Sales (CDs, DVDs, etc.)

Event Expenses

  • Accommodation Fees
  • Event Administration Costs
  • Electrical & Lighting Rental
  • Entertainment Expenses
  • Decorations & Flowers
  • Exhibition & Stages
  • Event Marketing and Promotion
  • Speaker fees
  • Special Functions Fees
  • Shipping & Freight
  • Signage
  • Travel, Transportation & Attendee Shuttles
  • etc.

Tracking actual expenses for your event

Entering and tracking your expenses can be done in several areas within the Grenadine Planner. You can enter expenses in Finance → Income and Expense, or you can enter expenses in the following places:

  • Enter expenses for rooms within your event venues (use the Finance tab within the Venues area)
  • Enter expenses related to participants (speakers, VIPs, etc.), for example speaking fees for a keynote speaker or travel fees for a special guest.
  • Enter expenses for specific program items, for example band fees for a concert, lighting fees for a keynote stage, A/V equipment rental for a special event