Treasurer packets worksheet
Event Budget Worksheet
Plan expected income and expenses before an event, or compare the approved budget with receipts and deposits after it ends.
Planned net $0.00
Items for the meeting
- The budget needs at least one income or expense row.
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Example packet
Fall festival budget plan example
A festival chair and treasurer plan wristbands, sponsors, concessions, prizes, rentals, signs, and food stock before the event.
- $1,675.00 planned net.
- Separate planned income and expense totals.
- Printable event budget for the committee meeting.
Assumptions
What the numbers assume
- Use summary totals from your local records rather than buyer names, donor private contacts, bank details, or student private information.
- Rows with blank labels and no amounts are ignored so you can leave starter rows in place.
- Planning mode uses expected income and expenses without requiring actual totals.
- During a finished-event review, every populated row needs an actual amount. Enter 0 when nothing was received or spent.
- Negative amounts are treated as zero and flagged for review.
- The worksheet helps a meeting packet, but official accounting, deposit records, tax questions, and approvals stay in your normal systems.
- Follow your school, PTO/PTA, booster, district, treasurer, bank, and local procedures.
Formula notes
How the totals are calculated
- Planned income and planned expenses are the sums of the entered budget rows.
- Planned net is planned income minus planned expenses.
- In a finished-event review, actual net is actual income minus actual expenses after every actual amount is entered.
- Net variance is actual net minus planned net. Positive variance shows over plan; negative variance shows under plan.
- Actual margin is actual net divided by actual income when the review is complete and actual income is greater than zero.
- The spreadsheet export matches the selected planning or finished-event path.
Check local rules
Sources for this worksheet
Use your group's current forms and procedures for deposits, approvals, and recordkeeping.
- Local school, PTA/PTO, booster, district, bank, and food-safety procedures : Local rules and treasurer procedures are the source of truth.
- PTO Today free printables and templates
- Local treasurer, school, and district reporting procedures : Reconcile budgets and actuals through local records.
FAQ
Questions that come up
Yes. Choose the planning path to prepare expected income and expenses. After the event, choose the finished-event path to compare the approved budget with receipts and deposit totals.
No. Use it as a meeting worksheet. Your official books, bank records, school approvals, and tax or accounting decisions stay outside this tool.
Do not enter student private information, buyer lists, bank account numbers, tax IDs, donor private contact details, card details, or official login credentials.
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