Budget & Travel Itinerary Example – Marketing Grant Micro Stream

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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: Author and self-publisher Ligeia Glanvillia

Project: A multi-faceted fall marketing campaign in support of Ligeia Glanvillia’s soon to-be-released novel “Revenge of The Conqueror Worm”. This will consist of marketing collateral production, online and print advertising, a book launch event, and an 8-date book signing event in eastern Canada.

Travel Plans

Travelling with driver and assistant Alfred Pennyworth who will take care of all ground travel, assist with the book signing events, and handle all logistics of the tour at a rate of $400 per day. Alfred is based out of Toronto (where they will meet up), so his travel expenses will not be included in the budget as he is not a Saskatchewan resident.

Travelling from home in Wolverine Saskatchewan, so will be driving personal vehicle 109km to the nearest major city (Saskatoon) to fly to the destination (Toronto).
Long-term parking will be used at the airport for the time away ($200).
Taxis will be taken from the airport to hotel, and to the airport from the hotel on departure day ($50 per trip).
Taking 2 days off in Toronto before the tour, as well as a day in Kingston and Montreal. Expenses for these days will not be included in the budget.
Reward points will be used towards airfare expenses. As the flight cost will be included in the budget, evidence of the original price (the lowest price) of the expense will be provided.

Expense Calculations

Accommodations

A table shows a breakdown of accommodation costs. There is a column for dates of stay, the city or town, and the nightly rate.

Online Advertising Calculations

A table shows a breakdown of marketing costs. There is a column for which platform was used, the type of ad it ran, the cost, the target audience, and the target region.

Budget Calculations

A. Promotional Materials Expenses

Artwork: Graphic Design $106.00 ($100 + PST)
Video: $318.00 (creation of online advertisement: $300 + PST)
Promotional Merchandise: $282.50 (Poster printing: $42.50 ($40 + PST) + Postage: $240.00 (8 venues x $30 shipping each))

B. Media and Publicity

Publicist: $250.00 (no HST)
Advertising: $250.00 (Quarter Page Ad in Canadian Literature Journal (no GST/HST)

C. Website and Social Media

Online Advertising: $300.00 (Facebook, Instagram and YouTube x $100 each)
Other: Local Book Launch Event $172.00 (Hall Rental $106 + Coffee/Baking $66)

D. Travel

Accommodations: $2,203.88 (Travel Itinerary)
Airfare: $1,632.44 ($1,714.94 total – $80.42 GST – $2.08 HST) (Travel Itinerary)
Hired Personnel Fees: $3,200.00 (8 days x $400/day) (Travel Itinerary)
Mileage for personal vehicles: $124.41 (Travel Itinerary)
Other: Parking, Ferries, Etc: $400.00 (Travel Itinerary)
Per Diems: $1,308.00 (Travel Itinerary)
Rental Vehicles: $1,974.71 ($2,231.42 – $256.71 HST)
Rental Vehicle Fuel: $209.32 (1,742.61 km x 167.73 litres)