Budget & Travel Itinerary Example – Showcase or Sell Travel 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: Fine craft artisan Jane Doe’s business ‘Crafter Extraordinaire’

The Project: Attending an out-of-province juried craft show Sep 5-7 with 1 sales support person.

Travel Plans

• Travelling with sales assistant from home in rural Saskatchewan, so will be driving personal vehicle 100km to the nearest major city (Saskatoon) to fly to the destination (Halifax) (Sept 3 and 11).
• Long-term parking will be used at the airport for the time away.
• Taxis will be taken from the airport to hotel, from the hotel to the event center each day, and to the airport from the hotel on departure day ($25 per trip).
• Taking 2 days off after the show before returning home (Sept 9 and 10).
  1 day will be needed before the event for setup, and 1 day after for teardown, so those 2 days will be marked in the Travel Itinerary as “Sale” days (Sept 4 and 8).

Expense Calculations

• Accommodations: $1,047.12 ($1,396.15/ 8 nights = $174.52/night x 6 nights).
• Airfare: $2,083.84 ($2,196.90 – $99.10 GST – $13.96 HST).
• Bonds, Carnets, Immigration: none
• Conference or Tradeshow Registration Fees: $940.00 (before HST)
• Hired Personnel Fees: $250.00/day – Travel Itinerary
• Mileage for personal vehicles – Travel Itinerary
• Other: Parking, Ferries, Etc. – Travel Itinerary ($25 per taxi trip and $200 total parking.
  • Sept 3: $25 (Halifax airport to hotel)
  • Sept 4-8: $50 per day (Hotel to event centre and back to hotel for 5 days)
  • Sept 11: $25 (Hotel to Halifax airport) + $200 Long-Term Parking Saskatoon
• Per Diems – Travel Itinerary
• Rental Vehicles: none
• Rental Vehicle Fuel: none – Shipping: $240.00 ($60.00 each x 2 flights x 2 extra checked bags (items to be sold))
• Marketing: $736.00
  • Photography (products, branding) Stella’s Photos: $265.00 ($250.00 + $15.00 PST)
  • Graphic Design (postcard, promo) THE Design Co: $106.00($100.00 + $6.00 PST)
  • Printing (postcards) Postcard Printing Inc: $265.00 ($250.00 + $15.00 PST)
  • Facebook Advertising (5 days (2 pre, 3 during) x $20/day) $100.00

Budget Line Support Documentation

How it looks in the Excel Template