by ServiceReef


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Building a Short Term Trip Budget

There is a lot to consider when building your event budget.  This post is designed to help you think through many of those items so something doesn’t take you by surprise.  

Things to consider

  • Have you researched to know all the costs?
  • Do you know if each member will have to raise their full amount of will you subsidize some of the costs?
  • Are you going to have an application fee?
  • How will you handle any volunteer costs?  (will you be averaging out among the team or would that come out of budget)

Items that may be included in your budget here are just a few that you might have:

  • Preparation Retreat
  • Lodging & Meals at Retreat
  • Transportation to Retreat
  • Training Resources
  • Team Gear
  • Meetings
  • Travel to Site
  • Travel around Site
  • Lodging for Event
  • Meals for Event
  • Visas
  • Insurance
  • Project Funds
  • Gifts
  • Debrief Expenses
  • Post-Event Meetings
  • Post-Event Resources 

General Questions

  • How many trip members are anticipated?
  • How many days is your trip or event?
  • How much does it cost each team member to fundraise?
  • How much do you charge team leaders?
  • How many team leaders do you have?

Pre-Event Considerations

  • Do you have a retreat?
  • How much is retreat lodging?
  • How much is retreat food?
  • How much is retreat transportation?
  • How much is allocated for actives?

Event Considerations

  • How much does it cost to get to the location?
  • Have you considered all the steps in transportation?
  • Have you considered additional costs like baggage fees, visas, travel insurance, etc.?
  • How much is lodging on the field?
  • How much will food const on the field?
  • How much does transportation on the field cost?
  • How much is allocated for project funds?
  • Are you budgeting for a host gift?

Post-Event Considerations?

  • Do you have a post retreat?
  • How much is retreat lodging?
  • How much is retreat food?
  • How much is retreat transportation?
  • How much is allocated for actives?
  • Does follow up require any materials?

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