A strong production budget does more than tick a box for funders, it guides smart decisions, protects you from costly surprises, and keeps your focus where it belongs: on the creative.
At Atek Accounting, too often, we see budgets built on best-case scenarios or missing the hidden costs of staging a show. Want to know how to avoid these pitfalls? Keep reading.
How to Build a Production Budget
1. Build From the Schedule Up
Start with your production timeline: what happens when, and who needs to be paid at each stage. This avoids one of the most common mistakes we see; budgets that look balanced on paper but create cash flow crises halfway through the production.
2. Be Specific and Don’t Underestimate Essentials
Vague line items like “production costs” or “marketing” hide real risk. Break down categories into granular costs: design fees, build materials, insurance, print ads, social media spend. Missing or underestimating these essentials is one of the biggest causes of overspending.
3. Include Contingency From the Start
Things change, especially during productions. Build in at least 5–10% contingency and spend it only when truly necessary. This buffer gives you breathing room when surprises hit.
4. Make the Budget Visible
A budget isn’t just for the producer and funder. When shared appropriately with production and technical teams, it helps everyone understand financial constraints, make smart decisions, and avoid costly assumptions.
5. Use the Right Tools
Spreadsheets can work, but investing in accounting software or cash flow tools that track spending in real time can give you a clearer, more accurate picture of your finances.
Need Help With Your Next Production Budget?
At Atek Accounting, we help performing arts organisations turn budgets into strategic tools, not just paperwork. Get in touch today for a free 30-minute discovery session.
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