EVENTODIT.
EDITABLE WORK DOCUMENT

Confirmed and Potential Additional Costs

Separate approved costs from extras that arise only under specific conditions. When extra work is confirmed, keep the approval record and move the amount so it is not counted twice.

Initial planning and budget
WHAT THIS TEMPLATE HELPS YOU PREPARE

A budget showing confirmed costs, possible additions and decision deadlines.

File formats
English XLSX · CSV (UTF-8)
Version
2.0
Editorial review
24 Oct 2026
Use this for
Start with the initial budget and update it when new requests, orders or approved changes arise. Keep previous entries as history for the same cost ID.

When to use it

Start with the initial budget and update it when new requests, orders or approved changes arise. Keep previous entries as history for the same cost ID.

Example amounts are fictional before VAT. Enter conditional ranges only with quotation evidence; do not count them again as committed costs.

Start with the guide: Event Budget and Conditional Cost Management

Fill in the template step by step

When to use it

Use before budget approval and when the programme, quantities or hours change.

What to have ready

  • Supplier quotes
  • Operating plan showing quantities and hours
  • Change requests and approvals
  • Confirmed order list

  1. Record the quantity, rate and condition that creates the cost for each ID.

  2. Separate approved amounts from estimates awaiting a decision.

  3. Name the approver and set the latest practical decision time.

  4. When work is confirmed, keep the earlier entry as history and count the confirmed amount once.

Worked example

Fictional example, not an actual event or supplier record

Eight columns · scroll horizontally to view the complete worked example.

Confirmed and Potential Additional Costs — fictional worked example
Cost item IDWork and expected quantityCurrent statusConfirmed costPossible additional amountCondition causing the cost and its effectApprover and decision deadlineSupporting file and next check
B01Four registration desks / SPEC-v2Confirmed1,200,000KRW 0Four units confirmed; record extra units under a new change IDBudget lead Han / 2026-11-04 15:00Q-B01-v2; PO01; next step is delivery acceptance
B02Extend six staff if operation runs beyond 18:00Conditional0One hour KRW 180,000 / two hours KRW 360,000Programme finish not decided; do not order overtime before approvalProgramme lead Choi and budget lead Han / 2026-11-06 12:00Q-B02-v1: 6 × KRW 30,000/hour; requested finish time confirmation in RUN-v3
B02-R1Finish confirmed at 19:00; extend six staff for one hourMoved to confirmed180,000KRW 0; keep the former forecast as history onlyVAR02 approved; ordered one extra hour and removed the two-hour forecastBudget lead Han / 2026-11-06 11:40RUN-v4; VAR02; PO02-v2; leave old B02 out of current totals

Blank template preview

This preview shows a few rows. The downloaded file contains 24 prepared rows.

Eight columns · scroll horizontally to view the complete blank worksheet.

Confirmed and Potential Additional Costs — blank worksheet
Cost item IDWork and expected quantityCurrent statusConfirmed costPossible additional amountCondition causing the cost and its effectApprover and decision deadlineSupporting file and next check
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Check your completed template

  • Each possible extra has a trigger and decision deadline
  • The approval supporting every confirmed amount can be found
  • Old and new amounts for the same cost are not counted twice

What to pass to the next person

Budgeting sends confirmed orders and extras nearing their decision deadlines to programme and purchasing leads.

Check before using this template

An upper estimate is not permission to spend. A remaining budget alone does not authorise an order.

Sources used to develop this template

EVENTODIT created this template using the working methods described in the public sources below. It is not an official form and has not been reviewed or approved by those organisations.