Cost Breakdown Template

How to Cost Breakdown for events

Purpose:

To ensure every event at Zo House has a standardised and transparent cost structure for planning, budgeting, and reporting. This guide will help you create an Excel-based cost sheet, define categories, and input details effectively.

Objective

To standardise cost planning for all events by:

• Identifying all cost heads

• Collecting detailed information per head

• Creating a reusable Excel format

• Enabling easy currency conversion and budget tracking

Step-by-Step Process

1. Pre-Event Planning

Before creating your Excel sheet, collect the following:

• Event dates and schedule

• Estimated number of attendees

• Number of sessions or days

• Venue and rental info

• Food requirements per meal

• Equipment and branding needs

• Exchange rate (INR to USD)

2. Define Cost Categories

Organise all expenses under three core heads:

Category	Includes
Event	Venue rental, time slots, audio-visual setup, internet, electricity
FnB	Breakfast, lunch, dinner, snacks, beverages, drinking water
Others	Equipment rentals (chairs, tables, projector), printing, welcome kits, banners, canopies, transportation, logistics, staff, cleaners

Each head will have its own worksheet in the Excel file.

3. Structure Your Excel Sheet

Every event's cost should be broken down under the following main heads:

1. Event/Venue

   • Rental fees for space

   • Time slot-based charges

2. Food & Beverages (FnB)

   • Breakfast, lunch, tea/snacks, dinner

   • Beverages (Coke, Juice, etc.)

3. Others

   • Equipment (chairs, projectors, screens)

   • Infrastructure (canopies, lighting)

   • Printing (banners, check-in posters)

   • Miscellaneous (stationery, travel, cleaning, etc.)

4. Total

   • Summation of all categories in INR and converted to USD

Use a fixed exchange rate across the sheet for consistency. Put it in a global cell (e.g., B1) and use it in all conversion formulas.

Use Xe for conversion - https://www.xe.com/currencyconverter/convert/?Amount=1&From=USD&To=INR

Here is the Cost Breakdown - Format which you have to copy and add the details. https://docs.google.com/spreadsheets/d/1CDdMh0vlVyAe88L3_gNTrNc2iW6ItnEb9n9oo5ceha0/edit?usp=sharing