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SAYPRO AUDITION TOUR 2025
BUDGET TRACKING TEMPLATE
Event Period: _______________ Audition Locations: _______________ Budget Approved: _______________
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: ____________
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: ____________
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: ____________
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: ____________
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: ____________
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: ____________
Notes & Adjustments:
Any budget overruns or savings should be documented here. Regularly update actual costs to ensure financial tracking remains accurate.
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