Some organizations incorporate pre-tour and post-tour expenses into their annual operating budgets, while others incorporate these costs into the tour.  Since you are developing a touring budget, this is your decision. There are myriad expenses involved in the pre-tour, touring and post-tour phases of your project, and a few of these are detailed below:

Use the sample budget forms below to help you develop your plans. Don’t let the format overwhelm you - it's simply meant to take into consideration all possible expenses and revenues. You can leave blank the parts that don't apply to you.

• Sample Domestic Touring Budget (PDF)
• Domestic Touring Budget fillable form (MS Excel)

Pre-Production Expenses

Rehearsal Expenses
Could involve several days or several weeks of salaries and benefits, depending on whether the tour has the same personnel as previous performances of the work. Include all those who will be involved in the rehearsal process (e.g., directors, choreographers, stage managers, rehearsal musicans, etc.).

Sales Costs
Could include attending contact events, participating in showcases and developing sales kits, as well as the cost of telephone calls, postage, overnight shipping, agent expenses and commissions and some amount of administrative overhead. Review your contract form to determine if there are legal expenses.

Production Expenses

Includes the cost of preparing and crating equipment, costumes, props, sets and sound and light equipment for the road.  If you are renting equipment, you will likely have at least one week’s rental expense while you prepare for the road, and you may need the equipment for pre-tour rehearsals as well.  If you are doing a dress rehearsal before you leave, you may also have to pay theatre rental costs.  You may also invest in a pre-tour, with your company manager or technical director visiting venues in advance to sort out of details around the performance.  You may also send an artist in advance to do interviews or audience development activities.

Touring Expenses

Salaries
Salaries and benefits for all of the people on the road is likely to be the largest expense area of your tour budget. Be sure to count everyone – performers, technical crew, company manager, drivers. Don’t forget to factor in any pre tour and post tour salary weeks for a number of these people.

Travel Expenses
Includes a daily per diem for all those on the road, as well as plane fares, car and truck rentals, gasoline, insurance, hotels, etc. Do you need local transport to take your artists from the hotel to the venue or to various locations for workshops or masterclasses? If there are people who will join you on the road for a few engagements only at various times, be sure to include their travel expenses and per diems.

Running Expenses
You may have to pay royalties on the work you are presenting. You will have to pay your cellular phone costs and long-distance telephone calls necessary to keep in touch with presenters and technical staff at upcoming venues. You need petty cash to pay for expenses and contingencies on the road. You may have perishable or consumable props or supplies like tape, light bulbs, batteries and fuses that will need replacing on a regular basis. You will also need money for dry-clearing and laundry as well and possibly for hair and make-up for the artists (unless they are responsible for their own). 

Post-Touring Expenses

Includes telephone and mailing expenses for thank-you notes and follow-up telephone calls to presenters. The company manager and production manager will have to remain on salary for some time after the tour ends in order to write reports, unpack and store equipment and return rentals.  Costumes need cleaning before they are put them in storage. And, you have to have at least a little money for the tour closing party for the cast and crew!