BUDGETTING AND EXPENSES REPORT

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Cameras - We ended up being able to hire out the cameras from the college media department at no cost. This could have been expensive if hiring from elsewhere, easily thinning down the budget. From researching online camera hire can range from £50 - £150+ per day. This is not realistic with our budget as we would need them over the course of 2 months. The college cameras have allowed more money in the budget for location, band or promotion fees.

 

The Jolly farmer was free to use, however we did consider many other locations which were not. The princess theatre expenses would have come over or extremely close to the £800 budget after calculating cost of PA hire and hourly fee, this was not practical for the event. The cantina in Goodrington offered their venue for free use as we would be hosting a charity event and not profiting ourselves. They are also in a partnership with Rowcroft hospice, which happened to be the charity we were raising money for.

 

After discussing and contacting bands, When We Were Monsters, a local cover band replied with a fee of £200.

One week before the event many college bands became unable to perform, this meant there was a hole in the setlist that needed to be filled. After a quick meeting with available group members, Harry Quick a one man band was contacted and settled on a price of £150.

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In general hiring a band to play can be upwards of £100 for an hour’s set, depending on their quality, fanbase and location.

 

The Jolly Farmer didn’t have a PA for us to use in the outside area, so we had to outsource from local hire companies. We ended up with an EV 4000 WATT PA system which cost £200. It worked perfect for what it was required for. Hiring PA systems generally can cost anywhere from £70 - £200+ depending on its size and quality. Obviously the prices also differ according to their purpose e.g outdoor, indoor, band use, speech use etc.

 

The final booklets ended up being £20 each as hardback copies, 4 were ordered and so with delivery the overall cost was £87. They include information about the event, performers and charity as well as a gallery section displaying evidence of rehearsals, photoshoots, planning and the event itself. After researching around 10 websites to find the best price, Photobox worked out the best for the quality we wanted. Other websites had similar pricing but were not as good quality or were more expensive for a similar quality and style. Lots of factors affect pricing: style, page quality, size (etc a4, a5), number of pages, colour or black and white, amongst others.

 

Most travel was done individually or through car shares and therefore not calculated into the budget. If we had chosen to travel to photoshoot locations, further away from the college, we may have had to use a minibus or coach. This could have been up to £100 per hour or an average of £500 per day, taking up a large portion of the budget on travel which wasn’t overly necessary.

 

Instruments and equipment were borrowed from the college music department or brought by the performers themselves so no expenses there.

 

Profit

There is no final profit, as we held the event for charity all the money raised went to them. If the event was not for charity and was held at a different location, we would have sold tickets in which i'm sure a higher amount of money would be raised and perhaps a profit could be made. However, we made £181 which is pending as we still have raffle items to spare e.g morrisons hamper, as well as potential photo album purchases. This £181 would not be enough to profit over the £800 budget. Although we still managed to raise money for Rowcroft Hospice through donation buckets, raffle tickets sold etc.