How to Build a Music Festival Budget (+ Free Templates)

Music festivals often get categorized as “risky business.” And yes, there’s some truth to that. Unpredictable weather or low ticket sales can disrupt even the best-laid plans. But while the risks are real, so are the rewards.

Recent studies show the average revenue per concertgoer is only going up. In 2023, it was $99.77, and it’s projected to hit $108.50 by 2025. 

So, it’s fair to say there’s huge potential for event organizers — but to make it profitable you need to build a budget that keeps costs down and attract funding — all while delivering an unforgettable experience.

At Eventbrite, we’ve worked with countless music festivals, like the multi-day Big Dub Festival, so we know firsthand how challenging it can be to strike that balance. 

In this article, we’ll share expert advice on how to build a profitable festival budget step by step — whether you’re starting from scratch or using our free event budget template.

Table of Contents

Understanding the basics: How much does it cost to put on a music festival? 

5 key steps before completing your music festival budget template

Festival budget breakdown: Step-by-step guide (+ free template)

3 tips on managing your festival budget at every stage of production

Before you dive into the specifics of planning your festival budget, download our comprehensive festival budget template. It’ll guide you through each budget item, from venue costs to promotional expenses, ensuring nothing is overlooked as you plan a successful festival.

Understanding the basics: How much does it cost to put on a music festival? 

The cost of a music festival depends on your event’s vibe and what music acts you’re investing in. For instance, a massive EDM fest with star-studded headliners and epic visuals like EDC Las Vegas will have way more budget considerations than a chill community festival like Gilbert Special Events Sound Bites Music & Food Festival. 

The cost also depends on external factors. As SFGate points out, “Whether because of economic pressures or changing preferences, fans are holding onto their money tighter and waiting until the last minute to commit to buying a ticket.” This shift is pushing smaller festivals to rely heavily on early-bird ticket sales to secure upfront revenue.

Adding to the strain is the increased cost of essentials for festival organizers.

It’s not just the big-ticket items anymore; essentials like portable toilets and on-site services are also getting more expensive. For example, Good Vibez paid $10,000 for portable toilets at the California Roots & Arts Festival, but this year, they were quoted $16,000 for the same service.

That’s why it’s important to plan carefully and track every expense. 

Where do the core costs of a music festival come from? 

When it comes to budgeting, the bulk of your budget will go to your nine core or “hard” costs. These essentials are key, as they’re the foundation of an unforgettable festival experience. 

Core costs	Key inclusions	How costs are calculated	Price range
Artist fees	Main performance costs, accommodation fees, travel expenses, rider requirements, catering costs, booking agent fees, retainer bonds	Based on artist popularity, number of crew members, performance duration, and special requests	$2,000 – $200,000+
Venue rental costs	Site rental fee, venue insurance, waste management, cleaning services	Determined by location, size, amenities, duration of event, and facility type	$10,000 – $250,000
Audio-visual equipment	Sound, lighting, and audio equipment rental fees, technical crew, set-up and pull-down costs, equipment insurance	Depends on equipment type, duration, complexity, and number of technical staff required	$15,000 – $200,000
Event staff	Security, medical staff, event staff, volunteers, production crew, artist handlers	Based on staff number, event duration, roles needed	$5,000 – $100,000+
Production costs	Stage construction, power generators, fencing, logistics, artist transportation, signage, event ticketing and registration	Calculated by stage requirements, power needs, transportation, and ticketing volume	$25,000 – $300,000+
Marketing campaigns	Social media marketing campaigns, influencer partnerships, event ads, traditional media (radio, print), posters, flyers	Determined by campaign scope, channels, and influencer rates	$10,000 – $100,000+
Event catering	Food trucks, vendor costs, alcoholic beverage costs, catering for crew, artist hospitality, staff meals	Calculated by vendor type, service hours, guest count, and food/beverage selection	$15,000 – $100,000+
Permits and licenses	Music licensing, alcohol permits, health and safety permits, event permits	Costs depend on type of permit, venue regulations, and licensing requirements	$5,000 – $50,000+
Insurance	Liability insurance, cancellation insurance, weather-related insurance, artist insurance	Determined by coverage limits, event size, and risk factors	$10,000 – $75,000+

When it comes to your festival’s profitability, the two big-ticket items are your headliners and your venue — these are what’ll make your festival a crowd magnet and give you the strongest chance of making a high return on investment. 

How much do headliners make at festivals? 

Headliner costs hinge on the artist’s popularity and their music genre. Pop artists pull in bigger, mainstream crowds, driving ticket sales and giving you a solid return on your investment. Meanwhile, independent artists within a specific music niche usually draw a smaller audience, so their rates stay lower given the more focused turnout.

It all comes down to profit margin and potential. 

Cost per tier: 

• Recognizable artists ($100,000 – $1,000,000+): These are your headliners — the big names your audience pays to see, bringing huge followings and serious crowd appeal. Think 2 Chainz for a hip-hop festival; he would pack the venue and boost your festival’s profile. Bookings typically go through agencies like Independent Artist Group, with fees based on factors like audience size, location, and performance length.
• Indie artists ($50,000 – $200,000): Known within specific music circles, indie artists attract dedicated fans without the massive mainstream pull, making them a more budget-friendly option. Mac Demarco is a prime example — he has a loyal following with a specific vibe but appeals to a more targeted crowd. Booking typically goes through agencies like Panache Rock, which specializes in the indie-rock genre and similar artists.
• Emerging artist ($50,000–$75,000): These up-and-comers bring fresh talent without the big fees. They’re on the rise but not yet household names — think Arlo Parks early in her career. They may have 1-2 recognizable songs but are still building their following, often appearing as supporting acts rather than headliners. Bookings can go through smaller agencies like HelloBooking, which specializes in artists on the verge of breaking into the mainstream.
• Local artists ($500 – $5,000): These performers bring local flavor and a strong hometown following, usually at a fraction of the cost. A bit like the alt-rock band Big Something — they have a strong local appeal in North Carolina. For these types of artists, location-based agencies, such as GoldenGate Talent, are your best bet. They can help connect you with local talent that resonates with your audience.

Dedicating a big part of your budget to a few recognizable or indie artists might make sense if you’re going for a large-scale event. But if you’re hosting a smaller, community-vibe festival, featuring more local and emerging artists could be the perfect fit — it all depends on your audience and vision.

The same goes for deciding whether to rent an established venue or build out a custom setup.

How much does it cost to build a concert venue? 

Building a concert venue from scratch is a significant investment, but it also gives you full control over the layout and total creative freedom. That’s why you’ll see large-scale music festivals like Coachella designing and building their own venues from the ground up, often using specialized tent and production agencies like Chorua.

If you have the resources, you can rent a piece of open land, like a park or field, and build out every feature. 

You’ll need to secure several permits, such as a temporary structure permit and special event authorization. The requirements vary state by state, depending on local regulations. For instance, in Tampa, Florida, organizers must create an application in the Accela system to obtain the necessary permits for temporary structures and event operations.

What goes into building a concert venue from scratch: 

• Design: The first step is bringing in a team to create 3D renders that show exactly how the space will look, from stage layouts to crowd flow and sightlines. Detailed designs can run up to $1,000 per image, but they’re worth it for catching any layout issues upfront. After that, you need to look at specifics, like stage setup, sound systems, and lighting. Experts in these areas can help nail down the structural and technical details, with consultation fees typically ranging from $100 to $300 per hour.
• Construction and teardown: Construction involves hiring crews to build stages, install sound and lighting systems, set up fencing, and arrange seating or VIP areas. Stage setup alone can cost upwards of $50,000+. Teardown, which includes dismantling everything and restoring the site, can add another $30,000 to $100,000, depending on the setup’s scale.
• Insurance: Public liability insurance protects against incidents involving attendees, while property insurance covers damage to rented equipment or infrastructure. Depending on your event’s size, insurance can provide coverage up to $2,000,000, with costs ranging from $10,000 to $50,000 to safeguard against unexpected incidents. 

Whether renting a venue or building a concert venue from scratch, now it’s time to start gathering the resources you’ll need to build a realistic festival budget.

5 key steps before completing your music festival budget template 

In our Thinking Ahead Designing For Event Success RECONVENE session, we sat down with Steven Angel from Back to the Future Events, and one of the top topics on the table was budget.

“You have to work out what your hard costs are, the non-negotiables for your budget, what you can’t change and what you need to have, understand what your break-even point is… and you’ve got to do a lot of research to know what real costs are” — Steven Angel, Back to the Future Events

Steven’s key advice is to spend time on the details and avoid making assumptions about costs. That’s why we recommend gathering all the information upfront to ensure your budget breakdown is as accurate as possible.

1. Determine everything you’ll need (yes, we mean everything) 

The first step is to create a “master list” of every single resource, item, and service you’ll need to make your festival happen. This list should include everything from your security deposit and designer fees for the festival program to the event management software for registration and ticketing. 

Don’t worry about organizing your ideas yet; just focus on getting it all down in one place.

How to create a master list: 

1. Start with a brain dump: Use a tool like Miro’s Brainstorming Template, and add your team, so they can access and contribute to the doc. Encourage everyone to spend a week adding what they’ll need. Focus on capturing every detail that could impact the event — not just the basics. For instance, don’t just write “sound equipment”; break it down into specific items like spare cables, extra microphones, and backup power supplies.

2. Walk through the full festival timeline: Once the initial ideas are down, gather your team to map out what’s required at each stage, from setup to teardown. Start with early essentials, like securing permits and buying insurance, then list out needs for each phase, like staffing, catering, and equipment.

3. Break down each core area: Review the nine main costs of a music festival, noting specific items unique to each category. For production costs, list essentials like Wi-Fi, generators, fencing, and waste management. Then, move on to security, staffing, and artist fees. 

4. Leverage past checklists and budgets: Pull out checklists from past events to ensure nothing important slips through. Pay attention to items that tend to creep up unexpectedly, like extra security, last-minute rentals, or additional medical tents.

5. Give it a final pass: Step away for a day, then come back and review your list with fresh eyes. This final pass is a chance to spot gaps or expand on broad items needing more detail.

Once you’ve got a clear idea of what you need for your festival, you can start researching price estimates for each item. 

2. Get accurate price estimates 

Before building your budget, aim to get the most accurate estimates for your core costs. The best way to do this is to contact different vendors and venue options and ask detailed questions to understand exactly what’s included.

How to get an accurate price estimate: 

1. Look at your options: Cast a wide net for each core cost by comparing different types of venues, services, and vendors. For example, if you’re looking at venues, compare how much an indoor space would cost vs. an outdoor setup and note any key differences that may impact the overall cost, like capacity restrictions, weather accommodations, and required permits.

2. Check if they offer a flat fee and any attached conditions: Review vendor and venue websites carefully. Some venues, like District Park, where Stay Silent hosts its Day Trill festival, list hourly rates and base pricing online, but additional conditions can apply. For example, District Park has special rates for what they consider “high-impact events,” which may affect your budget significantly. So make sure you clarify any terms that seem open to interpretation.

3. Call and ask for a quote: After you’ve narrowed down your options, call and request a detailed quote. Be sure to ask for specifics — like the base price, any added fees (setup, teardown, overtime), and any usage restrictions. Having it all in writing is key; it gives you a solid reference point for budgeting and protects you from surprise costs later. If the offer looks good, ask them to email you a copy so you have it on hand for any follow-up or negotiation.

💡Pro tip: As Steven mentioned in the Reconvene session, one of the best ways to find partners or vendors worth your time and budget is to attend other events, even beyond festivals, and see what stands out. While everyone can present a polished image online, real-life experiences give you a true sense of quality and reliability.

3. Consult your previous event data to calculate ticket sale projections 

Ticket sales are the clearest indicator of your festival’s success (and profitability), yet they’re one of the toughest numbers to predict. For example, Pollstar’s data shows some events sell under 85% capacity while others sell out completely. 

The best way to get a read on what’s coming is to dig into your past numbers. Alicia Karlin, VP of Talent at AEG Presents, pointed this out on the Startup Hustle podcast, sharing that looking at past performance is essential for setting realistic projections.

One of the best ways to do this is by partnering with an end-to-end event management tool like Eventbrite. 

How Eventbrite’s data can help you estimate projected ticket sales: 

• Access to historical event data: Eventbrite offers a history of your past events, giving you access to key metrics like total ticket sales, no-show rates, and last-minute purchases. This data helps you pinpoint areas that offer the best return, so you can decide where to focus your budget to drive more profit. For example, if you see last-minute sales typically bring your festival to 90% capacity, then you could invest more in final-week promotions to maximize that trend. 
• Track which types of tickets perform best: Eventbrite helps you analyze which ticket types have historically sold best, allowing you to optimize your ticketing strategy. For instance, you could add a limited number of “golden VIP” tickets with added benefits, such as a meet-and-greet with performers or premium seating, to capitalize on the high demand for VIP experiences and increase revenue.
• See sales trends over time: Track patterns like high-sales periods — whether on certain days of the week or during specific months — to understand when your audience is most likely to buy. For example, if you notice a spike in sales on Thursdays, you could schedule targeted promotions on Wednesdays to capture attention right before this high-sales day, maximizing Thursday ticket sales.

If you want to see this in action, look to Duncan Wold, booking manager from Pianofight. In one of our hands-on Reconvenne sessions, Duncan shared how he uses Eventbrite data to answer specific questions about ticket sales trends and profitability.

For example, he asked, “Will a higher price drive down ticket sales?” Using Eventbrite’s data, Duncan found that increasing prices didn’t negatively impact sales. This insight allowed him to raise prices to cover added costs for a more elaborate event or to boost profit margins.

You could ask questions like: 

• What is the relationship between higher ticket places and ticket sales? 
• Are recurring attendees interested in VIP experiences? 
• Was the highest-selling event also the most profitable? 

4. Determine your funding options

Once you’ve gathered rough price estimates, it’s time to dive into funding options. Getting a sense of the funding opportunities within your reach will make filling in your festival budget template easier.

Start with funding options, like:

• Event sponsorship: Four main types of sponsorship — financial, media, in-kind, and promotional — can help increase your budget or cut down on expenses for your event. For example, Rhythm Foundation secured a financial sponsorship from Breezeline, which helped increase their spending budget for the event.
• Grants: In the US, you’ll find grants specifically designed for events, especially those tied to music associations or arts organizations. These funds can be a huge help in covering core costs and easing budget pressure. For example, the New Music Organization Fund offers grants and resources to support local music artists and events.
• Loans: Loans can be a quick solution to cover upfront costs and keep things moving while you wait for ticket sales or sponsorship funds to come through. Short-term business loans from the US Small Business Administration (SBA) are a great option, offering accessible funding that can bridge financial gaps as you gear up for your event.

💡Pro tip: Once you’ve explored broader funding options, try narrowing your search to resources that match your event’s specific niche. For example, if you’re organizing a country music festival, a grant like the Birthplace of Country Music‘s $5,000 grant can provide targeted support and increase your chances of meeting specific eligibility criteria.

5. Fill in a music artist budget template 

The final step to prepare before setting your event’s overall budget is to create a detailed music artist budget. You want to get specific about artist costs before finalizing your budget to make sure you’re seeing the full financial picture.

Mapping out each expense shows you exactly how much you have left and allows you to understand which artists make sense for your budget. For instance, you might expect travel costs to be $2,000, but they could actually reach $4,000 — a significant difference, especially when managing multiple artists.

Here’s how to do it: 

• Download our music artist budget template: Grab your free copy of the template. Click on the link below to get access to the template. Once you open the document, click on “Open” and then go to “File” and choose “Make a Copy” to download your own copy of the spreadsheet.

• Add performer details: Start by adding a new tab for each artist and entering their name and details at the top of each table. 
• Go through each section: Work through each line item that’s typically associated with artist expenses. The template includes all essential line items to guide your research and keep you on track. Use this as a checklist to list individual costs and capture accurate estimates for each artist.
• Estimate specific costs: Break down each line item. For example, a performance fee might be as straightforward as a flat rate, while airfare could include extra charges for instruments or crew travel. These details add up and impact your final budget.

• Use the summary tab to see all artist costs in one place: Insert estimated and actual costs for each performer. This information will automatically update the pie chart underneath, helping you identify which combination of artists fits your budget and delivers the best value for your event goals.

Festival budget breakdown: Step-by-step guide (+ free template) 

The next step is to create a budget breakdown using all the information above, giving you a clear roadmap for managing expenses and identifying areas where cuts may be necessary. The easiest way to get started is by downloading our budget template and customizing it to fit your festival’s unique needs (don’t worry, we’ll guide you through it below).

1. Calculate your starting point 

The first step is to figure out your starting point — or the baseline budget you’re working with. This will help you get a clear picture of how much money you have and help you set realistic goals for additional funding. 

Figuring out your starting point is simple: the key is to separate guaranteed funds from “maybe” money. To help, use this test — could you access these funds tomorrow if you need to? Is it in writing? If the answer’s no, don’t include it in your starting point just yet.

So, let’s say you have a $20,000 budget to get things rolling. You’ve also secured $10,000 from a local beverage sponsor and another $5,000 from a media partner, so your starting point would be $35,000. 

Once you’ve nailed down this number, put it at the top of your template. 

Now, let’s move on to the most important number on your festival budget: projected income. 

2. Identify projected sources of income 

Relying solely on early-bird sales and general admission isn’t as reliable as it used to be, so knowing exactly where your revenue will be generated — before, during, and after your event — will help you see how your income stacks up against your expenses and where your strongest revenue streams are. 

Here’s how you do it: 

1. Use the information you gathered from the income sources above. 

2. List each revenue source, such as grants, sponsorships, ticket sales, and merchandise, along with your income projections. 

3. Create a table that organizes each source clearly and calculates the total projected income. This will give you a snapshot of your expected revenue, helping you stay on track as you finalize your budget.

For example, a completed table might look something like this: 

Income category	Source	Estimated amount	Total amount
Ticket sales	Early bird tickets	$35,000
	VIP tickets	$55,000
	General Admission	$100,000
			$190,000
On-site sales	Food & beverage sales	$12,000
	Merchandise sales	$8,000
	VIP upgrades	$5,000
	Parking fees	$3,000
			$28,000
Sponsorship/grant	Free beers from brewery on Smith Street	Valued at $15,000
	Media partnership from Radio 5	Valued at $2,000
	Local arts grant	$16,000 (cash)
			$33,000
Total projected income	$251,000

From there, you can move on to understanding exactly where your costs are coming from.

3. Categorize your production costs 

Now, it’s time to customize the festival budget template to fit your event’s unique needs. The template is built around the nine core elements we discussed, covering essential categories and key details, but now it’s your turn to refine it.

Steps to customize the budget template:

1. Review and adjust each line item: Carefully review each category to ensure it aligns with your event specifics. Replace general items with exact details as needed. Use your Miro board notes to confirm every detail — from niche permits to custom decor — so nothing is overlooked. 

2. Add rows or tabs for additional detail: Feel free to expand if you need more rows or additional categories. Insert new rows to capture specific line items or add tabs for areas needing extra attention, such as VIP experiences or environmental initiatives.

The goal is to capture everything in one organized document, ensuring all unique aspects of your festival are accounted for.

4. Fill in the predicted costs and set up the actual costs comparison column 

Enter the predicted costs in the budget template. Complete each line item using the price estimates you collected during research. 

As you make actual payments throughout the planning process, enter the actual costs in the adjacent column, tracking what was spent and noting any differences. This helps you monitor variances and make real-time adjustments as needed.

We recommend updating this regularly to monitor spending and ensure your budget remains accurate and up-to-date.

5. Mark your fixed and variable costs 

To build a thorough budget, you want to categorize your costs as either fixed or variable. Fixed costs are stable expenses that won’t change regardless of attendance, while variable costs fluctuate based on the number of attendees or the scale of the event. 

How to separate fixed and variable costs:

• Mark each item you’ve entered: Using column B, go through each item and determine whether it’s fixed or variable. Select one or the other from the dropdown venue. For instance, venue rental and stage equipment are likely fixed costs, whereas catering and merchandise will depend on your guest count.
• Filter by fixed or variable: Now that you’ve marked each item, you can filter by “Fixed” or “Variable” so that you can see only one or the other.
• Variable costs per ticket: To account for costs that depend on the number of attendees, such as food and beverage costs, you’ll have to estimate the number of attendees and multiply the cost per person by the number of estimated attendees.

Once you’ve outlined your costs and whether they’re fixed or variable, the next step is to set up a priority hierarchy using a color-coded system. 

4. Create a hierarchy of priorities

Think of prioritizing your costs as setting up a filtering system for your budget. This system ensures that your essential expenses are covered first, and only if the budget allows will you allocate funds toward additional “nice-to-have” items. 

We’ve added a color-coded dropdown priority system so you can quickly identify which costs are critical and which ones can be adjusted or removed if necessary.

Here’s how you could prioritize your costs:

• Hard costs (high priority — red): Must-have items directly tied to the attendee experience and event functionality. For example, this could be catering, security staff, and event registration software. 
• Non-negotiables (medium priority — yellow): Important but adjustable items, like decor items, additional waitstaff, or upgraded audio-visual equipment.
• Nice-to-haves (low priority — green): Extras that add value but aren’t essential but would be “great to have” if there’s excess budget, such as novelty decor, extra branded merchandise, or interactive activities.

For each cost, simply choose high, medium, or low in column C.

7. Factor in unexpected costs 

Think of your contingency fund as a safety net for the unexpected. The best way to set it up? Spread a buffer across each of your nine core categories. 

This way, if something goes wrong in any area, you’ll have extra funds right where you need them without throwing off the entire budget. Plus, this makes it easier to see where those surprise expenses are popping up.

We suggest setting aside about 10-15% of your total budget for each category. For example, if your venue budget is $30,000, add an extra $3,000 for a little cushion. Just pop this amount into the “miscellaneous” line we’ve added in each category. You’ll see there’s one for every core section, so your contingency funds stay organized across the board.

3 tips on managing your festival budget at every stage of production 

Once you’ve mapped out your budget, the next step is keeping it on track throughout the planning and production process — all the way until the event wraps and those thank-you emails go out.

Here are three tips to help you stay organized.

1. Record changes, don’t rely on memory 

One of the biggest mistakes you can make when managing your budget is dipping into your emergency fund or adjusting the budget and thinking, “I’ll remember I did that,” because, with everything you have going on, let’s be honest, you won’t. 

Here are a few ways you can stay on track:

• Use software: Make use of software like Google Sheets for version control and comments features to leave real-time updates on your event budget template document.  
• Put reminders in one place: Create a separate shared doc for quick change reminders and share it with your entire event team. 
• Meet regularly: Host a monthly review to audit your budget and catch any discrepancies early.

The Eventbrite Organizer app is a big help in keeping everything on track. It’s a solid tool for real-time updates throughout the planning process. You can easily monitor registration numbers, pre-event ticket sales, and on-site merch sales — all right from your phone. 

2. Clearly define intended “work scopes” 

Steven Angel highlights that one of the biggest budget mistakes is not fully understanding what your vendors or partners are actually scoped to do.

You need to be clear on both sides — what they think they’re responsible for and what you believe you’re paying for — because if things change mid-event and these details aren’t set from the start, unexpected costs can pile up.

To avoid surprises, ask questions like:

• How long are performers expected to play for? 
• Are food vendor pack-ups included in their fee?
• What happens if things don’t go according to plan? 

Nailing down these specifics upfront helps you stay within budget and minimizes last-minute expenses. It’s essential to include these details in your scope and have them explicitly added to the contract so that both your expectations and costs are clear to all parties involved. This way, you avoid misunderstandings and keep the budget in check. 

3. Make sure you add enough detail to your music festival budget 

Avoid big, catch-all statements like “$50,000 for styling and furniture.” Instead, get specific — What exactly are you spending that money on? The reason you want to get specific is simple: the more detail you add upfront, the less you’ll have to rework things when (inevitably) plans change. 

For example, instead of just budgeting “$30,000 for transportation,” break it down into specific items: “$15,000 for artist shuttles, $10,000 for equipment transport, $5,000 for staff travel.” If fuel costs spike or you need an extra shuttle, you’ll clearly see where adjustments can be made without affecting the entire transportation budget. 

Here’s an example of what a detailed breakdown looks like:

Including actual costs for each line item not only keeps you on track for the current event but also sets a reliable baseline for future budgets. With these clear details, you’ll have a reference point for estimating and adjusting costs more accurately for your next event.

Build a festival budget to help maximize profits and minimize costs 

Building a music festival budget is a mix of art and science. You need creativity to see the big picture and the discipline to conduct a full festival budget breakdown analytically without getting hung up on your “darlings” (in case you need to get rid of them).

Ask yourself: What are the real non-negotiables, and can you find cheaper alternatives that still deliver and boost your bottom line?

At Eventbrite, we’re here to help. Start by downloading our music festival budget template, make a copy, and customize it to fit your needs. Then use Eventbrite to manage key tasks, like real-time ticket trackin and event promotion, so you can stay on top of your budget at every stage of your event.