Budget & Travel Itinerary Example – Live Performing Arts Production & Performance Grant

This is a sample scenario and example budget and itinerary. It is intended to help guide grant applicants on how to fill out this section of our application process.

Step-by-Step Guide

The Plan and Budget Preparation – Example

The Applicant: Big Sky Theatre Company

The Project: Production and performance of “The Prairie Bride”, a new script by playwright Libby Smith about her great-grandmother’s life on the farm.

Overview: The production will have a 3-week rehearsal period in February 2026 and 9 public performances from March 12-28, 2026 at The Round Theatre in Nokomis SK. They have secured a $1,000 sponsorship from Prairie Gold Flour Co.

Cast

• Eva Belle – The Prairie Bride: Sweet, stubborn, and full of sass, Eva Belle is ready to trade her bonnet for a veil—if only she can survive her mother’s matchmaking and the town’s gossip.
• John Sarich – The Reluctant Suitor: A rancher with a heart of gold and a fear of commitment. John would rather wrangle cattle than emotions.
• Mabel June – The Matchmaking Mama: Eva’s mother and the unofficial mayor of everyone’s love life. Mabel June has a plan, a pie, and a prayer for every eligible bachelor.
• Reverend Silas – The Nervous Officiant: He’s new to town, new to love, and not quite sure how to handle prairie passion.
• Hattie Lou – The Gossip Queen: If it happens in town, Hattie Lou knows about it—and probably embroidered it on a pillow.
• “Jed” – The Fix-It Man: He can mend a fence, fix a wagon, and maybe even patch a broken heart.
• Ruthie Mae – The Best Friend: Eva’s confidante and partner in prairie mischief. Ruthie Mae is loyal, loud, and always ready with a biscuit or a bold idea.
• Sheriff Tom – The Law & Order (and Love): He keeps the peace and secretly keeps a candle burning for someone special.
• Millie – The Music Teacher: Elegant, eccentric, and always slightly off-key. Millie believes every moment deserves a soundtrack.
• Little Timmy – The Scene-Stealer: He’s small, scrappy, and smarter than the adults give him credit for.

Crew

• Director: Libby Smith, a Saskatchewan-born theatre maker with a flair for heartfelt storytelling and a knack for wrangling both actors and wheat fields. As a director, she’s known for her collaborative spirit, sharp eye for detail, and ability to turn even the simplest stage into a world brimming with emotion. As a playwright, Libby draws inspiration from prairie skies, family lore, and the quiet resilience of rural life.
• Stage Manager: Cass “Cue Queen” Morgan, the backstage sorceress who keeps the chaos in check and the curtain rising on time. With a headset in one hand and a coffee in the other, she’s the heartbeat of every production she touches. Known for her color-coded spreadsheets, ninja-fast cue calls, and uncanny ability to find lost props.
• Assistant Stage Manager: Riley “Cue Ninja” Thompson, the stealthy force behind the scenes, armed with a clipboard, a roll of spike tape, and an uncanny ability to be everywhere at once. As an Assistant Stage Manager, Riley thrives in the beautiful chaos of live theatre—tracking props, wrangling actors, and whispering cues like a backstage wizard.
• Production Manager: Jordan “Master of Mayhem” Lee, the wizard behind the curtain, the spreadsheet master, and the calm in the storm of production madness. As a Production Manager, Jordan juggles budgets, schedules, crews, and crises with the grace of a tightrope walker and the precision of a stagehand ninja.

Technician and Box Office/FOH – The Round Theatre

• Alex “The Light Whisperer” Chen has been the in-house technician at The Round for over 20 years. He and his team bring the magic of light, sound, and tech wizardry to every show.
• Stacey “House Harmony” Rivers is the smiling face of the theatre and the calm voice behind the ticket window. As Box Office and FOH extraordinaire, she makes sure every patron feels like a VIP—from the moment they walk in, to the final curtain call.

Travel

As the theatre is in Nokomis Saskatchewan, and the cast and crew all live over 50km away, their mileage to travel each day of rehearsals and performances will be covered, along with their daily Per Diems.

• Travelers from Regina (1 Vehicle for 6 weeks and 2 Vehicles for 5 weeks)
  • Susan Kelly (Cast- Eva Belle)
  • Tina Morales (Cast- Hattie Lou)
  • Chloe Grant (Cast-Millie)
  • Ben Carter (Cast- Sheriff Tom)
  • Cass Morgan 6 weeks (Stage Manager)
  • Jordan Lee (Production Manager)
  • Riley Thompson (Asst Stage Manager)
• Regina to Nokomis return 416km
• Rehearsal: 3 weeks (5 days a week) Feb 9-27 (Cast and Cass Morgan)
• Rehearsal: 1 week (5 days a week) Feb 25-27 (Riley and Jordan)
• Performances: 3 weeks (3 days a week) Mar 12-28
• As Cass is the only Regina crew member required for all 3 weeks of rehearsals, she will travel with the crew for the first 2 weeks, and then with Riley and Jordan for the last week of rehearsals.

 

• Travelers from Saskatoon (1 Vehicle)
  • Emily Hart (Cast- Mabel June)
  • Raymond Luke (Cast- John Sarich)
  • Daniel Cho (Cast- Reverend Silas)
  • Marcus Lee (Cast- Jed)
  • Nina Patel (Cast- Ruthie Mae)
• Saskatoon to Nokomis return 302km
• Rehearsal: 3 weeks (5 days a week) Feb 9-27
• Performances: 3 weeks (3 days a week) Mar 12-28

 

• Travelers from Humboldt (1 Vehicle)
  • Leo Nguyen (Cast- Little Timmy)
  • Guardian/Driver
• Humboldt to Nokomis return 220km
• Rehearsal: 3 weeks (5 days a week) Feb 9-27
• Performances: 3 weeks (3 days a week) Mar 12-28

Expense Calculations

 

 

 

Budget Calculations

A. Performance Venue

• Rental Fees: Round Theatre $12,720.00 ($12,000 + PST)
• Insurance: Hub Event Coverage $450.00
• Equipment Rental: $5,724.00 (Rental and deliveries $5,400.00 + PST)

B. Production Costs

• Costume Construction/Rental (Design x 10) $3,182.00 ($2,300USD x 1.3835)
• Set Construction/Rental: Deanos Designs $954.00 ($900.00 + PST)
• Prop Construction/Purchase: Stage Magic $500.00

C. Production Team Fees

• Director $8,664.00 ($1,444/week per CAEA x 6 weeks (3 rehearsal/3 performance))
• Cast $49,980.00 ($833/week Performer Tier 1 DOT x 6 weeks (3 rehearsal/3
  performance))
• Stage Manager $6,546.00 ($1,091/week per CAEA x 6 weeks (3 rehearsal/3 performance))
• Assistant Stage Manager $3,220.00 ($805/week per CAEA x 4 weeks (1 rehearsal/3 performance))
• Production Manager $3,000.00 ($750/week x 4 weeks (1 rehearsal/3 performance))

D. Travel

• Per Diems: $41,332.80 (Travel Itinerary)
• Mileage for personal vehicles: $16,179.35 (Travel Itinerary)

E. Marketing Expenses

• Graphic Design $106.00 ($100 + PST)
• Publicist $750.00 (no HST)
• Poster Printing and Shipping: $714.75 (Printing $265 (250+PST) + Postage $449.75 (35 mailouts x $12.85))
• Promo Video: $318.00 ($300 + PST)
• Online Advertising: $300.00 (Facebook, Instagram and YouTube x $100 each)

How it looks in the Excel Template

Budget Line Support Documentation