Detailed Christmas Get-Together Budget for 300 People

Assumptions

Attendance = 300 people

Beneficiaries receiving gift packs = 200 people

Exchange rate used: 1 USD = 15 GHS

1) Food & Drinks (Subtotal GHS 10,600 / USD 706.67)

Item Qty Unit (GHS) Subtotal (GHS) Subtotal (USD)

Jollof/Fried rice + Chicken (plate) 300 25.00 7,500.00 500.00
Drinks (bottled/boxed) 320 5.00 1,600.00 106.67
Water (small bottles) 400 0.50 200.00 13.33
Disposable plates, spoons, cups, tissues — 500.00 33.33
Snacks for children (packs) 100 8.00 800.00 53.33
Food & Drinks Subtotal 10,600.00 706.67

2) Gift / Donation Packs (Subtotal GHS 8,700 / USD 580.00)

Item Qty Unit (GHS) Subtotal (GHS) Subtotal (USD)

Gift pack items (rice, oil, soap, toothpaste, etc.) 200 40.00 8,000.00 533.33
Christmas hats (optional) 100 4.00 400.00 26.67
Wrapping bags 200 1.50 300.00 20.00
Gifts Subtotal 8,700.00 580.00

3) Entertainment & Program Materials (Subtotal GHS 1,000 / USD 66.67)

Item Cost (GHS) Cost (USD)

Sound system & music 300.00 20.00
Decorations 300.00 20.00
Small Christmas tree (optional) 150.00 10.00
Health talk printed materials 100.00 6.67
Games for kids 150.00 10.00
Entertainment Subtotal 1,000.00 66.67

4) Logistics & Staffing (Subtotal GHS 2,000 / USD 133.33)

Item Cost (GHS) Cost (USD)

Transportation support (for disabled persons) 1,000.00 66.67
Transport for volunteers 500.00 33.33
Photographer / videographer 300.00 20.00
Cleaning after event 200.00 13.33
Logistics Subtotal 2,000.00 133.33

GRAND TOTAL

Total (GHS) = 22,300.00 GHS

Total (USD) = 1,486.67 USD (22,300 ÷ 15 = 1,486.6667 → rounded to 2 decimals)

Per-person cost (300 people):

GHS per person = 22,300 ÷ 300 = 74.33 GHS

USD per person = 1,486.67 ÷ 300 = 4.96 USD