6.3 Example: Equipment and Supply List
Below is a sample Equipment and Supply list for an Outdoor Event Registration Tent. Each supply and equipment need is captured in Column One, followed by the related quantities and the associated costs for each item in columns two, three and four. The fifth column indicates whether the item is (a) provided by the venue (thus zero cost), (b) requires purchase (the seller or vendor is noted), or (c) being loaned out from an individual or organization.
| Equipment/Supplies | Quantity | Cost/Unit ($) | Total Cost ($) before tax | Provided/Bought/Loaned + Notes |
|---|---|---|---|---|
| Tables | 2 | 0.00 | 0.00 | Provided by venue |
| Chairs | 4 | 0.00 | 0.00 | Provided by venue |
| Black Tablecloths | 2 | 0.00 | 0.00 | Provided by venue |
| Pop-Up Tent (8×8) | 1 | 0.00 | 0.00 | Provided by venue |
| Garbage Can | 1 | 0.00 | 0.00 | Provided by venue |
| Extension cord (30′) | 1 | 0.00 | 0.00 | Provided by venue |
| Twinkle Lights for pop-up tent | 1 string (5 metres) | 29.99 | 29.99 | Purchase – Canadian Tire Note: Comes with x4 strings |
| Name Tags | 150 | 5.19 (30) | 25.95 | Purchase – Staples |
| Sharpie Coloured Markers | 12 | 15.79 | 15.79 | Purchase – Staples |
| Large Welcome Sign | 1 | 3.00 | 3.00 | Purchase – Dollarama (created by Programmers) |
| Masking Tape | 1 | 0.00 | 0.00 | Provided by Programmers |
| Clipboards | 3 | 0.00 | 0.00 | Provided by Programmers |
| Ballpoint Pens (Black) | 24 | 1.69 | 3.38 | Purchase – Staples |
| Cash Box | 1 | 29.99 | 29.99 | Purchase – Canadian Tire |
| Cash Float for Cash Box | – | 50.00 | 50.00 | Provided by Programmers; small bills, coins |
| Calculator | 1 | 0.00 | 0.00 | Provided by Programmers |
| Volunteer Sign-in Forms | 2 copies | 0.05 | 0.10 | Provided by Programmers |
| Event Evaluation Forms | 150 copies | 0.05 | 7.50 | Provided by Programmers |
| SWAG Item: Branded Hotel/Motel key-fobs | 100 | 100 units | 42.61 | Purchase – Etsy Canada |
Download an Excel version of this table: Sample Equipment and Supply List (Excel)
