# Cost Breakdown Template

#### 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>

{% embed url="<https://docs.google.com/spreadsheets/d/1CDdMh0vlVyAe88L3_gNTrNc2iW6ItnEb9n9oo5ceha0/edit?usp=sharing>" %}
