An event budget requires all sources of revenue to be identified and captured, including the fee participants will pay to attend, available donations (if applicable) and organizational subsidies (i.e., TEAM).
The event budget templates itemize the various elements of an event that may have an expense attached to them and therefore need to be considered by the EP when developing their budget.
Each line should be carefully reviewed to ensure that all relevant expenses are captured. All expenses should be recorded without HST, as GGC event expenses are eligible for ITC or PSB rebate. Here is a breakdown of the various expenses identified for a typical budget, and the types of issues that need to be considered:
P-card administration fee
Confirm how many cards are needed, and complete the
Purchase Card Application - Non-Unit. The use of a P-card is the preferred method for transacting expenses associated with an event and ensures that you and your team do not need to pay out of pocket for the event’s expenses. There is no cost for the purchase card.
Facility rental
Every event requires a venue, in some capacity. Contracts associated with the rental of a venue must be submitted via the
Contract Submission form for signature. Guiders are not authorized signing authorities for the organization and therefore cannot sign an agreement/contract on behalf of Girl Guides of Canada. Please be aware that there is a 14-business-day timeline requirement for processing these submissions.
Gifts for volunteers/presenters
Entertainment
If a third-party service provider is being engaged for this purpose, please ensure that any contractual agreements associated with the provider are submitted via the
Contract Submission form for signature. Invoices submitted for payment of the services rendered must be provided on a company’s official letterhead or invoice.
Equipment rental
As indicated above for entertainment, if a third-party service provider is being used to provide this service, contractual agreements associated with the provider must be submitted via the
Contract Submission form for signature. Please note that invoices submitted for payment must be provided on a company’s official letterhead or invoice.
Hired staffing costs
The process of hiring staff for any GGC activity must be conducted by GGC’s People and Culture team. The Event Coordinator can assist with making the necessary connections to initiate this process.
Instructors (arranged with an outside vendor)
Contracts must be submitted via the
Contract Submission form for signature and invoices must be provided on a company’s official letterhead or invoice. Depending on the nature of the instruction, please be mindful that appropriate Safe Guide documents may be required for Yellow or Red-level activities at the event.
Speaker fee
Any contracts must be submitted via the
Contract Submission form for signature and invoices must be provided on a company’s official letterhead or invoice.
Busing
The expense associated with busing is typically based on an assumption of a full load. For example, if a bus holds fifty people and the EP budgets for two buses, they will be charged the same amount whether they have sixty people or one hundred people utilizing this service. Busing will usually require a contract that must be submitted via the
Contract Submission form.
Mileage reimbursement
The EP determines which mileage rate is most appropriate to their event and budget. The rate for reimbursement is $0.25/km for optional attendance and $0.45/km for mandatory attendance. These are the only rates available to be used for mileage. The EP cannot arbitrarily identify a different mileage reimbursement rate. Gas/fuel expenses cannot be budgeted or expensed in place of mileage unless the budget also includes a rental vehicle.
Facility rental (per person cost, if applicable)
Ensure that the total number of participants and committee members is included in this number.
Food cost
Ensure that the total number of participants and committee members is included in this number.
Event clothing Item or promotional item(s)
The EP is required to obtain artwork approval before proceeding with ordering any merchandise for their event. Consider whether the planning team as well as the participants will be receiving these items and ensure they are included in the total number required.
Crest (design/set-up and cost of product)
The EP is required to obtain artwork approval. Ensure that all participants and committee members (if receiving crests) are included in this number. Please note that
large volume orders over and above the number of event attendees
will not be approved, even if the volume of the order is to obtain a production discount. Information and guidelines are provided on the
Artwork Approval page.
Program supplies
Consider whether all participants (including committee members) should be included in this calculation.
Credit card processing fee (3.0% of total credit card charges)
This is only applicable for events where credit card payment is an option. These are typically events where registration takes place by individual participants rather than by unit registration.
Credit card processing fee for online registration
Each credit card transaction has an associated $0.11 fee. This fee is only applicable for events where credit card payment is an option, typically when registration is by individual rather than by unit.