*Planning your corporate event budget doesn't have to be complicated. Use this comprehensive worksheet to plan and track every cost, ensuring your event stays on budget while delivering maximum impact.
For further guidance, see our Ultimate Cincinnati Corporate Events Guide.*
Event Details
Event Name: ___________________________
Event Date: ___________________________
Number of Attendees: ___________________________
Event Type: ☐ Team Building ☐ Client Appreciation ☐ Holiday Party ☐ Product Launch ☐ All-Hands Meeting ☐ Other: ___________
Budget Summary
| Category | Estimated Budget | Actual Cost | Difference | % of Total |
|---|---|---|---|---|
| Venue Rental | $ | $ | $ | % |
| Catering (Food) | $ | $ | $ | % |
| Bar Service | $ | $ | $ | % |
| Entertainment | $ | $ | $ | % |
| Photography/Video | $ | $ | $ | % |
| Event Planning | $ | $ | $ | % |
| Transportation | $ | $ | $ | % |
| Rentals (Equipment) | $ | $ | $ | % |
| Decor | $ | $ | $ | % |
| Printing/Materials | $ | $ | $ | % |
| Gifts/Swag | $ | $ | $ | % |
| Miscellaneous | $ | $ | $ | % |
| Contingency (10-15%) | $ | $ | $ | % |
| TOTAL | $ | $ | $ | 100% |
Cost Per Person: $_________ (Total Budget ÷ Number of Attendees)
Detailed Budget Breakdown
Venue Rental
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Venue rental fee | $ | $ | ||
| Setup/breakdown fee | $ | $ | ||
| Security deposit | $ | $ | ||
| Overtime charges | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Venue Tip: Many Cincinnati venues offer discounts for weekday events or off-peak seasons (January-March). Ask about package deals!
Catering (Food)
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Appetizers/hors d'oeuvres | $ | $ | ||
| Main course | $ | $ | ||
| Dessert | $ | $ | ||
| Coffee/tea service | $ | $ | ||
| Service staff | $ | $ | ||
| Gratuity (typically 18-20%) | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Catering Tip: Corporate events typically cost $50-$70 per person for food. Consider food stations instead of plated dinners to save costs and create a more dynamic atmosphere.
Bar Service
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Beer & wine | $ | $ | ||
| Signature cocktails | $ | $ | ||
| Non-alcoholic beverages | $ | $ | ||
| Bartender fees | $ | $ | ||
| Gratuity (typically 18-20%) | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Bar Tip: Showcase local breweries like MadTree or Rhinegeist for a Cincinnati touch. Budget $30-$50 per person for a 3-hour event with beer, wine, and one signature cocktail.
Entertainment
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| DJ/Band | $ | $ | ||
| Team-building activity | $ | $ | ||
| Photo booth | $ | $ | ||
| Other entertainment | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Entertainment Tip: Professional DJs typically cost $800-$1,500 for corporate events. Team-building activities range from $50-$150 per person.
Photography/Videography
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Photographer (hourly rate) | $ | $ | ||
| Videographer (hourly rate) | $ | $ | ||
| Photo editing/delivery | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Photography Tip: Budget $250-$500 per hour for professional event photography. Photos are a valuable asset for marketing and recruitment—don't skip this!
Event Planning/Coordination
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Event planner fee | $ | $ | ||
| Day-of coordinator | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Event Planning Tip: Event planners typically charge 5-20% of total budget or $25-$100+ per hour. For SMBs, a day-of coordinator can be a cost-effective option.
Transportation
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Shuttle service | $ | $ | ||
| Ride-sharing vouchers | $ | $ | ||
| Valet service | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Transportation Tip: The Cincinnati Streetcar is FREE and connects downtown to Over-the-Rhine. Provide ride-sharing vouchers for events with alcohol.
Rentals (Equipment)
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Tables & chairs | $ | $ | ||
| Linens & tableware | $ | $ | ||
| AV equipment | $ | $ | ||
| Tents/canopies | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Rentals Tip: Choose a venue with great inherent style to minimize decor needs. Many venues include tables, chairs, and basic AV in their rental fee.
Decor
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Centerpieces | $ | $ | ||
| Signage | $ | $ | ||
| Lighting | $ | $ | ||
| Other decor | $ | $ | ||
| Subtotal | $ | $ |
Printing/Materials
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Invitations | $ | $ | ||
| Name tags | $ | $ | ||
| Programs/agendas | $ | $ | ||
| Signage | $ | $ | ||
| Subtotal | $ | $ |
Gifts/Swag
| Item | Vendor | Estimated Cost | Actual Cost | Notes |
|---|---|---|---|---|
| Welcome bags | $ | $ | ||
| Corporate gifts | $ | $ | ||
| Branded merchandise | $ | $ | ||
| Subtotal | $ | $ |
Cincinnati Swag Tip: Include authentic local products like artisan sweets from The Sunshine Caramel Co., pastries from The Sebastian Bakehouse or Brown Bear Bakery, wine from Hart & Cru, or locally made goods from neighborhood boutiques like The Cottage Paperie to showcase Cincinnati's creative culture.
Budget-Saving Strategies
☐ Host on a weekday instead of Friday/Saturday
☐ Choose off-peak season (January-March) for lower rates
☐ Negotiate with vendors for package deals and discounts
☐ Choose a venue with inherent character to minimize decor costs
☐ Opt for food stations instead of plated dinners
☐ Limit the bar to beer, wine, and one signature cocktail
☐ DIY invitations and materials where possible
☐ Use digital invitations instead of printed
ROI Tracking
Event Goals
What are you trying to achieve with this event?
Success Metrics
How will you measure success?
☐ Employee satisfaction survey results
☐ Client feedback/testimonials
☐ Social media engagement
☐ Lead generation (for networking events)
☐ Employee retention rates
☐ Other: _______________________________________________
Related Resources:
- Ultimate Cincinnati Corporate Events Guide - Complete strategic planning guide for SMBs
- Corporate Event Vendor Contact Sheet - Centralized vendor tracking
- Corporate Event Day-Of Timeline - Minute-by-minute schedule template
Need help planning your Cincinnati corporate event? Contact the team at Somerhaus for expert guidance and a venue tour: Contact Somerhaus
