Offsite or event budget
A sheet for the whole cost of an offsite or event, budget against actual, line by line. The event details use the fields of the silentVIP portal's Groups and events form. Every amount is yours to enter: the template suggests no figures.
The event
The first seven are the portal's New event form, under Groups and events; the last two are for your own records.
- Event name (required)
For example, a leadership offsite or a sales kickoff. Up to 120 characters.
- Destination (required)
The city where the event takes place. Up to 120 characters.
- Starts (required)
The first day of the event.
- Ends (required)
The last day. It can't be before the start.
- Travel budget per attendee
Flights and hotel per person, for the budget tracker.
- Currency
USD, GBP, EUR, AUD or CAD.
- Travel rules for this event
For example: arrive by 3pm on day one, economy only, shared rooms. Up to 1,000 characters.
- Attendees
How many people you expect, including staff running the event.
- Budget holder
Who approves the budget and any change to it.
The budget
One row per line. Count each the way your quotes do: per attendee, per night or a fixed amount.
| Line | How it's counted (per attendee, per night or fixed) | Quantity | Unit cost | Budget | Actual | Notes |
|---|---|---|---|---|---|---|
| Venue Meeting space, room hire, audio-visual equipment and setup. | ||||||
| Rooms Hotel room nights for attendees and staff. Note the room block, its release date and any terms for unused rooms in your contract. | ||||||
| Air Flights for attendees from each departure city, or rail where it's the better option. | ||||||
| Ground Airport transfers, coaches between venues, car rentals and parking. | ||||||
| Food Meals, coffee breaks, receptions and dinners that the venue doesn't include. | ||||||
| Activities Team activities, excursions, speakers or entertainment. | ||||||
| Contingency An amount you hold back for late changes and additions. You choose it. |
silentVIP fees
Our fee for group travel and events is $45 per attendee, minimum $1,500, for groups of 10 or more. Ideally 8 weeks before the event; we can work to shorter timelines when inventory allows. Every other silentVIP fee is in the fee table on our pricing page.
| Fee | Attendees | Budget | Actual |
|---|---|---|---|
| Group travel and events |
Total
| Line | Budget | Actual |
|---|---|---|
| Subtotal | ||
| silentVIP fees | ||
| Total | ||
| Per attendee (total divided by attendees) |
In the portal, the event's travel budget per attendee times its attendees is the budget its Spend against budget tracker uses. The tracker counts the charges on attendees' bookings, so keep venue, food and activities in this sheet. See meetings and group travel for how silentVIP runs a group. The group travel guide covers planning the travel itself.
A silentVIP template, free to copy and adapt. silentvip.com/resources/templates
See these fields in the portal
In the demo we'll request a trip, route it for approval and open an incident, using the same fields.
Already a client? Get travel support.