Chart of Accounts for Event Planning

Introduction

Keeping track of your finances is a crucial part of successfully managing any event. Even the smallest changes to your event can impact your budget. Grenadine will help you view and manage your budget with our budgeting and expense actuals features. In our event budgeting area, we use a typical chart of accounts which we think is a good starting point to keeping track of your event budget and expenses. If you need to modify this chart to match the one used by your accounting system, or by others in your company, you can change the accounts and the account numbers as explained below.

There are 3 reserved accounts which are used by Grenadine Event Manager and are filled in automatically by our system as you sell registrations for your event:

• Ticket sales (a revenue account)
• Booking fees (a cost account)
• Credit card processing fees (also a cost account)

All other accounts are entirely managed by you and your team, and you are free to tally up budgets and expenses as they occur in your event.

Below you can view a sample of our typical chart of accounts. More information about budgeting with Grenadine is available in budgeting for your event.

Suggested General Classification

Accounts are classified into five broad groups, also known as the elements of the accounts:

Assets	1000’s
Liabilities	2000’s
Revenues	3000’s
Expenses	4000’s

You can find more information about account classifications on the following Wikipedia page

Sample Chart of Accounts

Here is an example of a chart of accounts that was prepared by Sue-Ann, our dear accountant.

Do not hesitate to take inspiration for your events or for the configuration of your chart of accounts in Grenadine Event Management Software.

Account Name	Account ID
Assets accounts – 1000’s
Asset – Bank Account – Main Currency	1001
Asset – Bank account – Currency X	1002
Asset – Account receivable	1101
Asset – Prepaid Grenadine Fees	1201
Asset – Prepaid Other	1299
Taxes receivables – 1300
Taxes – GST Receivable from GOV	1301
Taxes – QST Receivable from GOV	1302
Taxes – Other sales taxes Reveivable from GOV	1303
Liability accounts – 2000’s
Liability – Payables to suppliers	2101
Liability – Payables to others	2199
Taxes payables – 2300
Taxes – GST Payable to Gov	2301
Taxes – QST Payable to Gov	2302
Taxes – Other sales taxes Receivable from GOV	2303
Revenue – 3000’s
Revenue – Ticket sales	3001
Revenue – Product (swag, etc.) sales	3002
Revenue – Other	3099
Expenses related to booths – 4100’s
Booth – Rental Fees	4101
Booth – Convention room rental fees	4102
Booth – Furnishings	4103
Booth – Lighting / Electricity	4104
Booth – Freight and transport	4105
Booth – Computer / Screen Rental	4106
Booth – Cleaning and janitorial fees	4107
Booth – Other	4199
Expenses related to the show – 4200’s
Show – Onsite personnel	4201
Show – Setup/ Teardown Labor	4202
Show – Meals for staff	4203
Show – Food and beverage for guess	4204
Show – Other	4299
Expenses related to staff – 4300’s
Staff – Salaries / Fees	4301
Staff – Lodging	4302
Staff – Meals	4303
Staff – Travel / Gas / Mileage / Tolls	4304
Staff – PR activities	4305
Staff – Entertainement expenses	4306
Staff – Others	4399
Expenses related to speakers – 4400’s
Speakers – Profesional Fees	4401
Speakers – Lodging	4402
Speakers – Meals	4403
Speakers – Travel / Gas / Mileage / Tolls	4404
Speakers – PR activities	4405
Speakers – Entertainement?	4406
Speakers – Others	4499
Expenses related to IT/Tickets sales – 4500’s
IT – Ticket sales / Registration fees	4501
IT – Ticket sales / Credit card fees	4502
IT – Event planning software	4503
IT – Email fees	4504
IT – Other	4599
Expenses related to promo – 4600’s
Promo – Literature design / Printing (Brochure)	4601
Promo – Printed promo material (posters, banners)	4602
Promo – On site promo	4603
Promo – Photography	4604
Promo – Preshow promotions	4605
Promo – Telemarketing	4606
Promo – Other	4699
Other expenses – 4900’s
Membership fees (example Membership fees for CGTA, etc.)	4901

More Info

More information about how to budget effectively can be found here.