ArtsFunded guide

ACE Budgets: Simple Template + Common Pitfalls

How to build a clear, realistic Arts Council England Project Grant budget. Includes an example template and advice on common mistakes to avoid.

Published 2025-11-04 · By ArtsFunded editorial team

!Planning a budget spreadsheet for an Arts Council England project grant

TL;DR

Funders don’t want the cheapest plan - they want a realistic one that proves value for money.
Pay people fairly, ring-fence access and evaluation, and show every source of income (cash + in-kind).
Balance your totals, justify the numbers, and keep a short narrative alongside the spreadsheet.

The budget section of your Arts Council England Project Grant might feel like a formality, but it’s one of the first things reviewers check. A clear, balanced budget proves your plan is deliverable, transparent, and fair.

This guide shows how to structure your budget, what ACE looks for, common pitfalls to avoid, and includes a copy-paste template you can adapt right away.

More ACE guides → ACE Hub

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What is Arts Council England?

Arts Council England (ACE) is the national body that funds and supports the arts, museums, and libraries across England. It distributes National Lottery and government money to help creative projects benefit the public. ACE’s National Lottery Project Grants (NLPG) programme supports artists, organisations, and community groups to deliver work that brings creativity to local audiences. Whether you are a theatre company, visual artist, or community collective, Project Grants can fund research, creation, touring, or engagement activity that shows clear public benefit and leads to a strong artistic outcome.

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What funders want (in plain English)

Realistic costs: honest, evidence-based numbers, not guesses or lowball figures.
Fair pay: use recognised day rates for artists, technicians, and producers.
Access and inclusion: allocate proper funds for BSL, captions, step-free venues, travel bursaries, childcare, etc.
Evaluation: include time and resources to measure success.
Balanced budget: income = expenditure, with match funding clearly shown.
Value for money: outcomes make sense in relation to the amount requested.

Try ArtsFunded: Build transparent working budgets that match ACE expectations and remain yours to check.

Plan your project now →

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Common mistakes (and quick fixes)

Forgetting access costs → Include line items for BSL interpretation, captions, relaxed performances, travel, or translation.
Unrealistic day rates → Use industry-standard rates (e.g. £200 - £300 per day for professional artists, £150 - £250 for producers or coordinators) and add clear justification.
Missing evaluation costs → Budget at least a few days’ pay for reflection, feedback analysis, or report writing.
Leaving out match or in-kind support → List every contribution - venue space, volunteer time, marketing help - with realistic monetary value.
Totals don’t match → Double-check all formulas and ensure income equals expenditure before submitting.
No contingency → Add a small contingency (typically 3 - 5%) for unforeseen costs, clearly explained in notes.

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The step-by-step framework (use this to structure your budget)

List every activity - Start from your timeline: what happens, who’s involved, where, and what it costs.
Add artist and staff fees - Use day rates × days. Make sure fees are consistent and fair.
Include production and materials - Venue hire, equipment, materials, tech support, insurance, licences.
Access and inclusion - BSL, captions, translation, accessible marketing, travel, childcare, quiet sessions.
Marketing and communications - Posters, social media promotion, PR, website updates, photography, film.
Evaluation and reporting - Allow time and budget for reflection, data collection, surveys, and reporting.
Overheads and admin - Reasonable contribution to office costs, subscriptions, or project management time.
Contingency - Add a small percentage (3 - 5%) for unexpected costs.
Income sources - Include ACE request, box office, ticket sales, other grants, match funding, and in-kind contributions.
Check the balance - Income must equal expenditure. If it doesn’t, explain the shortfall or remove something unrealistic.

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Example budget layout

| Category | Description | Cost (£) | | --- | --- | --- | | Artist Fees | 2 artists × 10 days @ £250/day | 5,000 | | Producer | 8 days @ £200/day | 1,600 | | Venue Hire | 5 days @ £150/day | 750 | | Materials | Art supplies, props, costumes | 800 | | Access | BSL (£800), captions (£400), travel bursaries (£300) | 1,500 | | Marketing | Design, print, social media ads | 700 | | Evaluation | 2 days @ £200/day + survey design | 500 | | Contingency (4%) | | 400 | | Total Expenditure | | 11,250 |

| Income Source | Description | Amount (£) | | --- | --- | --- | | ACE Project Grant | Main funding request | 9,000 | | Box Office | Ticket sales estimate | 750 | | Match Funding | Local partner contribution | 1,000 | | In-Kind | Venue hire (5 days) | 500 | | Total Income | | 11,250 |

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Copy-paste budget template

```md

Expenditure

Artist Fees: [number] × [days] @ £[rate]/day = £[total]
Producer/Coordinator: [number] × [days] @ £[rate]/day = £[total]
Venue Hire: [days] @ £[rate]/day = £[total]
Materials/Production: £[total]
Access: [itemised list] = £[total]
Marketing: £[total]
Evaluation: £[total]
Contingency (4%): £[total]

Total Expenditure: £[total]

Income

ACE Project Grant: £[total]
Box Office/Sales: £[total]
Match Funding: £[total]
In-Kind: £[total]

Total Income: £[total] ```

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Practical budgeting tips

Always add a short budget note in your application - two sentences explaining your calculations and priorities.
Use ACE’s Fair Pay guidance for fees.
If your project includes touring or multiple partners, show how each contributes financially or in-kind.
Use round numbers where possible for clarity.
Double-check totals before submission - reviewers spot maths errors quickly.

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