Preparing a Budget

Before planning any event, ensure your supervisor has approved the event and that you have funding to support the event.

Preparing an event budget  is essential.  Equally important is knowing where the funds will come  from, and who will be responsible for managing the budget and approving expenses.  For every event, ensure that a budget manager is assigned to track and approve expenses. 

Your department accounting technician can assist you with account balances and appropriate use of funds.  Some expenses can be covered with state funds (travel, honoraria, etc) and other expenses (including food and alcohol) must be covered  from non state-appropriated funds.  See list for unallowable purchases from state budget codes. 

Additional account and fund use questions can also be directed to the CHASS Business Office at chassaccounting or 919.513.1836.

 When preparing your budget, consider the following potential expenses:

• Venue rental
• Printed materials such as invitations, programs, flyers, signage, etc.
• Postage
• Catering
• Honorarium
• Travel expenses (hotel, transportation)
• Speaker gift
• Photographer
• Flowers
• Security
• Miscellaneous rental fees:  tent, podium, chairs, tables, linens, etc.
• AV equipment, such as: 
  Lighting
  Sound system (speakers, microphone(s) – on podium, lavaliere, for panel)
  LCD projector
  DVD, CD players
  Laptop
  Audio/video taping

• Any other items related to event (i.e. books for signings, etc)