SAYPRO AUDITION TOUR 2025

BUDGET TRACKING TEMPLATE

📅 Event Period: _______________
📍 Audition Locations: _______________
📊 Budget Approved: _______________

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1. VENUE & LOGISTICS COSTS

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)	Notes
Venue Rental Fees
Equipment Rental (Sound, Lighting, Stage)
Security Personnel
Permits & Licenses
Insurance (Event Liability)
Miscellaneous Venue Costs
Total Venue & Logistics Costs	ZAR/USD: ____________	ZAR/USD: ____________

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2. TRAVEL & ACCOMMODATION

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)	Notes
Flights / Transport for Judges & Staff
Local Transportation (Car Rentals, Fuel)
Hotel Accommodations for Team
Per Diems (Food Allowance)
Miscellaneous Travel Costs
Total Travel & Accommodation Costs	ZAR/USD: ____________	ZAR/USD: ____________

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3. STAFFING & SALARIES

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)	Notes
Judges’ Fees / Honorariums
Event Coordinators
Technical Crew (Sound, Lighting, Production)
Local Staff & Volunteers
Administrative Staff Salaries
Total Staffing & Salaries	ZAR/USD: ____________	ZAR/USD: ____________

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4. MARKETING & PROMOTION

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)	Notes
Social Media Ads & Promotions
Printed Materials (Flyers, Posters, Banners)
Website & Registration Platform Maintenance
Media Partnerships (Radio, TV)
Public Relations & Press Releases
Total Marketing & Promotion Costs	ZAR/USD: ____________	ZAR/USD: ____________

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5. MISCELLANEOUS & CONTINGENCY

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)	Notes
Emergency/Unexpected Costs
Additional Props & Costumes
Hospitality for VIP Guests
Total Miscellaneous Costs	ZAR/USD: ____________	ZAR/USD: ____________

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6. OVERALL EVENT BUDGET SUMMARY

Budget Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
1. Venue & Logistics
2. Travel & Accommodation
3. Staffing & Salaries
4. Marketing & Promotion
5. Miscellaneous & Contingency
TOTAL BUDGET	ZAR/USD: ____________	ZAR/USD: ____________

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Notes & Adjustments:

📌 Any budget overruns or savings should be documented here.
📌 Regularly update actual costs to ensure financial tracking remains accurate.