A gathering budget worksheet
Start with a spending limit and list each cost separately. Keep refundable deposits outside the spending subtotal while including them in the cash you need upfront. The editable example is a planning illustration, not a venue quote.
How to use it
- Replace the example amounts with your actual quotes; leave unknown costs blank.
- Add spending items for the event cost, then list deposits separately when calculating upfront cash.
- Check paid and outstanding items and update attendance before ordering or collecting contributions.
Worked example
These example entries are editable. Replace them with the confirmed details for your event.
| Type | Item | Amount HKD | Paid HKD | Notes |
|---|---|---|---|---|
| Expense | Venue hire | 1600 | 0 | Illustration; replace with your quote |
| Expense | Food | 800 | 0 | Illustration; update after confirming attendance |
| Expense | Drinks | 200 | 0 | Illustration |
| Expense | Decorations | 150 | 0 | Illustrative optional item |
| Deposit | Venue deposit | 500 | 0 | Illustration; confirm refund conditions with the host |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Build the total before discussing individual shares
Commit the essentials first. Keep optional decorations, gifts and additional activity supplies separate so you can remove them without changing the whole plan.
Record the headcount used in your budget. Recalculate shares once attendance and the group's agreed split are confirmed.
Track deposits and payments separately
Check the actual deposit terms rather than assuming every deposit will be returned in full. Record what each payment covers and which conditions still need confirmation.
Continue planning
- Compare venue quotes
Compare charging basis, minimums, extras and deposits for the same event.
- A gathering run sheet
Coordinate setup, activities and handover with timings and clear responsibilities.