PLANNING A BUDGET FOR AN EVENT ‘INSIGHT SESSIONS’

- By Diksha Shelke, MBA PBT (1st Year)

_______________________________________________________________________________________

CONTENTS: (a) Considerations and assumption

(b) Graphical representation

(c) Tabulated data.

(d) Application to head of department regarding

permission for auditorium

_______________________________________________________________________________________

If we are planning any session with the guest (alumnus), we need to take account
of following:

1. Printed invitation for the alumnus.

2. Arrangements related to the venue.
3. Promotion through flex and banner.
4. Decoration expenses.
5. All the expenses related to the guest, to be taken care of by the organizers
(including transportation and stay of guest)
6. Felicitation of guest.
7. Refreshments and lunch.
Certain assumptions have been made for this planning.

- The date of Insights session is scheduled on 28 Jan’23. The invitation

will be sent through post for the same.
- The alumnus will be travelling from Mumbai to Pune (return journey)
via air. The cost of transportation will be incurred on the department
- As auditorium and electronic instruments (audio/visual equipment,
projector, etc.) is being provided by the department hence its cost has
not been taken into consideration.
- The arrangements for refreshments/lunch is made for 30 persons.
(15 faculty members and remaining office staff/ non-teaching faculty)
 - Water bottles are bought in wholesale so we got it at rate of Rs. 8 per
bottle. And plates are priced at Rs. 350 per plate.

BUDGET
FOR INSIGHTS SESSION FOR 28 JANUARY 2023
 

PARTICULARS 
BUDGETING FOR PER
INSIGHTS SESSION
UNIT QTY SUBTOTAL TOTAL
MISCELLANEOUS
  10% COST
Transportation & Commute
Felicitation
    900 12132
stay 8%
Flight     10000
Accommodation     1232
Refreshment/ Water bottles 8 60 480 11170
Lunch Print/Media
Cold 8%
drink 95 2 190
Lunch(catering) Transportation
350 & Stay
61%30 10500
Venue Related Auditorium
Decoration
4%
PROVIDED BY DEPARTMENT 0
Expenses AV equipment/ WIFI
Academic/departmental
Refreshment/Lunch
9%
speakers
Decoration Samai Oil Lamp 380 1 380 860
Oil 110 1 110
Rangoli     300
Flowers 65 1 65
Matchbox 5 1 5
Print/Media Photography PROVIDED BY DEPARTMENT 1590
Banner/ flex 600 2 1200
Printed invitation 150 1 150
Digital invitations ONLINE (ZERO COST)
Notepad & pen 30 8 240
Felicitation Bouquet 500 1 500 1640
Gold-plated Memento 1050 1 1050
Roses (for faculty) 15 6 90
Miscellaneous       2000 2000
 ESTIMATED TOTAL COST 29392
APPROX. 30000

To
The Head of department,
Department of Management Sciences
Savitribai Phule Pune University
Pune-41107

Date- 18/12/2022

Sub: Permission Request to use auditorium

Dear Ma’am,

I am writing this letter to request you for the use of auditorium

for the purpose of Insight sessions dated on 28 January, 2023.
The auditorium will be utilized from 0900 hrs to 1400 hrs.
Moreover, I assure you that no misuse of the venue or any
other thing will happen that shall prove harmful to you. I hope
that you will permit us to use your venue for the day and
organize the event.

Hoping for your earliest convenience

Thanking you and best regards,

____________________
ABC
Admin & finance coordinator
Alumni & Relations cell
Department of Management Sciences
Savitribai Phule Pune University