Advancement · Grants & Funding · Events

What will the
event really net?

Type the budget before the event and each actual as receipts come in. The calculator keeps a running projection of net proceeds, shows where you are over or under, and flags the lines still waiting on a number.

Open the budgetWhat you get
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Included with Caveat Classroom and Whole-school licenses. Or get it in the Grant writer’s desk, $49 for 55 items.

The event net proceeds calculator

The worked example is a made-up school fall festival. Nothing you type leaves this browser.

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What you get

Advancement · Grants & Funding$12 · included with Classroom and Whole-school licenses

What you finish with
Budgeted and projected net proceeds, the variance, the biggest overrun and shortfall, the expense ratio and net per guest, with a budget-against-actual table for the treasurer’s report.
Who it is for
Parent organization leaders and treasurers, development staff, nonprofit event planners and school administrators running a fundraising event.
Format
Browser calculator for a phone, tablet or computer, by touch or keyboard. Prints a summary; downloads a spreadsheet (.csv); export and import a file.
Access
$12 one-time, yours on every device you sign in on; the tool opens once you are signed in with it. Included with Caveat Classroom and Whole-school licenses. Also in the Grant writer’s desk ($49) and the Advancement Suite pass ($99), and 1 more bundle. Everything you type stays in this browser; nothing is sent to Caveat.
Where it lives
The Grants & Funding space in Caveat Advancement.
Support
Questions, a correction or a request: team@caveatacademic.com.

How to use it

  1. List every income and expense line with its budget.
  2. Type the guest count you expect.
  3. Add each actual as bills and receipts arrive.
  4. Watch the projected net and the overruns.
  5. Print the final table for the treasurer’s report.

Open the budget

How the projection is worked out

Budget until an actual arrives, then the actual.

The worked example: a school fall festivalBudgeted net$10,250$15,600 in − $5,350 outActuals so far5 of 7 linesthe rest stay at budgetProjected net$10,695$16,430 − $5,735Against budget+$445sponsors beat the planThe worked example: a school fall festivalBudgeted net$10,250$15,600 in − $5,350 outActuals so far5 of 7 linesthe rest stay at budgetProjected net$10,695$16,430 − $5,735Against budget+$445sponsors beat the plan
The projection swaps in each actual as it arrives and keeps the budget for lines still open, so the net firms up as the event closes out.

Budget, actual and projected

Before the event every line is a budget figure. As receipts and invoices arrive, each actual replaces its budget in the projection; lines still open keep their budget. Net proceeds are income less expenses, and the variance is the projected net less the budgeted net.

Tickets that include a benefit

When a guest pays more than $75 and receives food or entertainment, federal rules require a written statement of the amount that is deductible: the payment less the fair market value of what the guest received (IRS Publication 1771). Keep that value with the budget so the statement is easy to write.

Sources

  1. Internal Revenue Service. Publication 1771, Charitable Contributions: Substantiation and Disclosure Requirements (irs.gov).
  2. Internal Revenue Service. Charitable contributions: quid pro quo contributions (irs.gov).
  3. National Council of Nonprofits. Budgeting for nonprofits (councilofnonprofits.org).
  4. National PTA. Money matters: budgeting and financial controls for local units (pta.org).

The worked example is made up. This is a budgeting aid, not accounting or tax advice. Your entries stay in this browser. Support: team@caveatacademic.com.