Budget & Travel Itinerary Example – Tour Support 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: Rainy & The Sunshines are a 5-piece band based out of Saskatoon.

The Project

9-Date Western Canadian Fall Tour in support of new album “Rivers of Rainbows”. Rainy & The Sunshines are super excited to promote their just-released album and see their fans. They have secured 9 shows in their growing Western Canadian Market for the fall, but that is when their long-time percussionist will be on maternity leave, so they have hired a third-party musician (who is not a stakeholder/band member) to tour with them. Also on the road will be a third-party tour manager who will oversee the 12 days they will be travelling and performing.

Travel Plans

• Travelling with tour manager and hired musician from home in Saskatoon, using the band’s personal van.
• Parking will be covered at venues and hotels with the exception of Calgary and Vancouver, where $80 has been estimated.
• The band will be taking a day off in Victoria between performance dates, so have not included expenses for those days.

Performance and Crew Fees

• Each stakeholder/band member will be paid a $150 fee per performance. These are In-House expenses.
• The hired third-party musician will be paid $250 per performance fee. As they are not a stakeholder and won’t share in the financial benefits of the tour, the band feels it’s fair to pay them more.
• The tour manager will be paid a $300 daily fee for travel and performance days.

Expense Calculations

Online Advertising Calculations

Budget Calculations

A. Fees, Commissions, and Production Expenses

• Booking Fees (In-House – for phone/wifi expenses, up to $100): $100.00
• Performer and Road Crew/Tech Personnel Fees – Travel Itinerary

B. Travel for Saskatchewan Residents

• Mileage for personal vehicles – Travel Itinerary
• Other: Parking, Ferries, Etc. – Travel Itinerary
• Accommodations – Travel Itinerary
• Per Diems – Travel Itinerary

C. Marketing Expenses ($1,820.00)

• Publicity Campaign: $750.00 ($750 (no HST))
• Graphic Design: $265.00 ($250 + PST)
• Poster Printing: $265.00 ($250 + PST)
• Online Advertising: $300.00 (3 platforms x $100 each)
• Courier/Post: $240.00 (8 out-of-town venues x $30 shipping each)

Budget Line Support Documentation

How it looks in the Excel Template