Guide
Pageant budget: income and expenses to plan for
A list of the income and costs most local pageants plan for. Amounts vary widely by area and system, so use it as a checklist to fill in with your own quotes.
By Nate Fetzer, a local pageant board member and the founder of SashBoard · Updated October 16, 2026
Income
| Source | Notes |
|---|---|
| Sponsorships | Usually the largest source; see finding sponsors |
| Program book ads | Sold by page size; collect artwork a month ahead |
| Tickets | Online and at the door |
| Entry fees | Check your system’s rules; some programs are free to enter |
| People’s Choice voting | Where your system allows it |
| Fundraisers and donations | Silent auctions, events, individual gifts |
Expenses
| Cost | Notes |
|---|---|
| Scholarships | What each title and award pays |
| Venue | Show night and rehearsal |
| Sound, lights and stage crew | Rental or the venue’s own crew |
| Crowns, sashes and awards | For every title and special award |
| Judges | Travel, meals, lodging and thank-you gifts |
| Printing | Program book, tickets, signs |
| License or franchise fees | If you’re affiliated with a state system |
| Insurance | Event liability; some venues require it |
| Photography and video | Show night and headshots |
| Hospitality | Meals and snacks for contestants and volunteers |
| Software and website | Applications, tickets, messages |
Tips
- Get quotes before you set ticket prices and sponsorship levels
- Keep scholarships separate in your books and pay them as you promised
- Track every sponsor’s payment and send a receipt
- Compare this year’s actual numbers with the budget after the show, to plan next year
Example: a sample budget layout
The numbers below are made up to show how a budget fits together, not a typical pageant’s figures. Fill in your own quotes.
| Line | Planned | Notes |
|---|---|---|
| Income | ||
| Sponsorships | $4,000 | Eight sponsors across three levels |
| Program book ads | $1,500 | Half and full pages |
| Tickets | $2,000 | 200 seats at $10 |
| Fundraiser | $800 | Silent auction |
| Expenses | ||
| Scholarships | $4,500 | Every title and award |
| Venue | $1,200 | Rehearsal and show night |
| Crowns, sashes and awards | $900 | |
| Sound, lights and printing | $1,100 | |
| Insurance | $300 | Check whether the venue requires it |
| Difference | $300 | A small cushion for surprises |
See SashBoard live, built around your pageant.
Questions
What is the biggest expense for a local pageant?
Usually scholarships, followed by the venue, sound and lights, and crowns and sashes.
How do local pageants make money?
Mostly from sponsors and program book ads, then tickets, entry fees where allowed, and fundraisers.