Open-House Budget Calculator
A community open house for about 1,200 attendees, budgeted at roughly $7,535 in total event cost against $3,800 in projected revenue, leaving a funding gap the department needs to close before finalizing plans.
This is a fictional sample report. Main Street Fire Department and Main Street Police Department are illustrative examples and do not represent any real agency. Figures, names and details are invented to show what this tool produces.
- Marketing$800 · 12%
- Food and beverages$1,500 · 22%
- Rentals$600 · 9%
- Entertainment$900 · 13%
- Demonstration supplies$400 · 6%
- Children's activities$350 · 5%
- Signage / printing$250 · 4%
- Merchandise$500 · 7%
- Staffing$1,200 · 18%
- Insurance / permits$350 · 5%
Direct expenses by category, before contingency.
Top findings
- Net cost per attendee: 3.11
- Cost per attendee: 6.28
- Contingency amount: 685
Recommendations
Close the funding gap before committing to the full scope
Your projected revenue does not cover the total event cost. Consider adding a sponsor tier, a 50/50 raffle, or trimming the entertainment or rental line before finalizing plans.
Build a simple sponsor package
A tiered sponsor package (cash or in-kind) is usually the fastest way to close a funding gap without cutting the event experience.
Track actuals against this estimate
After the event, plug in your actual costs and revenue to see where this estimate was off, so next year’s budget is more accurate.
How this was made. This report is generated from a structured public-safety framework and the information you provided. Treat it as informed guidance, not a final answer, and confirm the specifics against your department’s own facts and judgment before you act.