What was the event supposed to do?
Some events need to raise money. Others are meant to bring families together, serve students, or pay for themselves. Write down the main goal. Add a dollar target if fundraising or breaking even was part of it.
A family event that broke even may still have done its job. A profitable fundraiser may not be worth repeating if it wore out the same few volunteers.
Reconcile first, then compare the plan
Reconcile the cash and payment totals first. Then use receipts, invoices, refunds, payment fees, and deposit records to fill in actual income and costs.
List donated goods and sponsor-paid items in a separate note so the next chair knows what the event used and what may need to be purchased next time.
Explain the large variances
Reconcile the recorded income and expenses and note any unresolved difference. In the review, explain the differences that would change next year's plan, such as attendance, weather, a price change, or unsold stock.
Add volunteer hours or shift count as context. Do not turn that number into a score; it is there to show the board what the event asked of people.
A recommendation for next year
End the packet by saying whether the event should return next year. If it should, note the first change to make. If not, explain why.
Share the short review at a meeting and save it with the event folder. That gives the next chair a starting point instead of another blank budget.
Sources & local guidance
Source links checked July 31, 2026
Estimates and worksheets are not accounting, tax, or legal advice.