Budget & Travel Itinerary Example – Sound Recording Grant

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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

Sample Applicant and Project

The Applicant: Lacy Jay, a country-blues artist from Small Town SK

The Recording: “Prairies Sunset: 10 days in January” 10-song LP

The Project

Lacy Jay had great success with her solo debut album and is all set to head into the studio to work with the incomparable Georgina Martin at Apple Road Studios for 10 days in January for her sophomore LP. She has the studio booked, found the service providers she wants to work with, and has her hired musicians all ready to go! Lacy plans to release the new album on both CD and vinyl in the spring and has started putting together the marketing plan she feels will garner the best results.

Fees

Each hired musician will be paid $150 per session. She will also pay herself that fee.
The producer fees for recording and mixing are included in the studio quote.

Travel

Apple Road Studios in Regina is booked January 5-14, 2026.
Lacy and musicians Chrissy, Animal and Jolene are all from rural locations more than 50km away from the studio, so their travel expenses are eligible. They will be claiming Mileage, Per Diems, and Accommodations:
- Lacy Jay (Applicant, Lead Vocalist) Small Town SK, mileage 687km.
  - Chrissy Stapleton (Lead Guitar) Moose Mountain SK, mileage 207km.
  - Animal (Drummer) Turtleford SK, will travel with Lacy Jay as she lives close by.
  - Jolene Cocker (Keys & Backup Vocals) Cowessess First Nation SK, has arranged to travel with Chrissy, as her home is on the way to the studio
- Note: Bassist Billie Jean Wyman is from St Albert AB, so their travel has not
  been included in the itinerary (as only travel for Saskatchewan residents is eligible.)
- Lacy has booked a home vacation rental for the time in Regina for her and the band, and has planned a day of rest and celebration for all involved before heading home. As the last day in the city will be a day off, expenses will not be claimed for that day

Expense Calculations

Accommodations

$3,726.90 /12 nights = $308.18 per night
$308.18/5 people = $61.64 per person
$61.64 per person x 4 people = $246.56 per night
$246.56 x 11 nights = $2,712.16 Total Eligible Amount

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. Production Expenses

Studio Rental: $6,890.00 ($300 x 10 songs + $390 PST)
Producer Fee: $2,120.00 ($200 x 10 songs + $120 PST)
Musician Fees: $7,500.00 (calculated in “Musician Fees” tab)

B. Mixing Expenses

Producer Fee: $3,180.00 ($300 x 10 songs + $180 PST)

C. Mastering and Manufacturing Expenses

Mastering Fee: $2,000.00 ($200 x 10 songs)
Photography for Album Artwork: $550 (no tax)
Graphic Design & Layout for Album Artwork: $1,590.00 ($1,500 + PST)
Manufacturing Expense: $3,356.75 (CDs – $813.75 + Vinyl $2,670.15 – GST)

D. Travel

Mileage for personal vehicles (calculated and auto-populated from Travel Itinerary)
Accommodations (calculated and auto-populated from Travel Itinerary)
Per Diems (calculated and auto-populated from Travel Itinerary)

E. Marketing Expenses

BuzzWorthy Music Marketing (1 month): $500 (not including GST/HST)
Digital Advertising Budget (1 month): $1,200 (Facebook $400, Insta $400, YouTube $400)
Music Video for Lead Single: $1,060.00 ($1,000 + PST)

Budget Line Support Documentation

A sample invoice is attached, showing the unit price for services outlined in the application. A sample email from a vendor is attached, showing the unit price for services outlined in the application. A sample booking page is attached, showing the unit price for accommodations expenses outlined in the application. A sample invoice is attached, showing the unit price for services outlined in the application.