Rib Fest Accounting

Anonymous has left a new comment on your post "Rib Fest,,,Is It Worth The Spending?":

Evelyn,
So that I can make sense of your figures... Cost was $11,000 against a budgeted cost of $30,000?
I just need to understand what the budget represents.
Revenue is probably the fees paid to the Town from the vendors? Costs are what? Electricity, advertising, security, other wages? Regardless, the net income from this exercise was $9,000?What's in it for the vendors? Do they keep what they make? I like the RibFest. I am not a fan of the dates however. Maybe the Town should look at having it in August instead.
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O.K. so I have to write a table of figures . I tried and couldn't copy them.
The Rib Fest is a three day event It has been going on for at least ten years. When the Special Events Co-ordinator was  appointed.
she was tasked with planning one event  in each month. The Rib Fest had been popular in Barrie amd it wa introduced at that time in Aurora. 
The Town Budget.     
operating materials.       $400
equipment rental       $10,500
Printing                            580.
Contracts                    $8,500.
Total                           $20,230

Revenues. 
Rib Vendor Fees              $8,500
Service Club Donations   $1748.43 
Other vendor fees            $2,866
Mug and Bull revenue          178.
Midway revenue 2012     $1,300
                              Total $14,590.00
Total available funds. 
$34,820,43

Technical expenses 
Electrician                    $   500
Toilets and handwash     3,390
Dumpster                        1,275
Generator fuel                    350
Grease dumping                  305.28
Police                               1,890.00
Garbage bags                       995.82
Umbrellas                         1,320.00 one time only
Sheild                                   390.75
Total                              $10,419.82

 Entertainment
Professional Judging         $   135.57
Inflatables                           1.995.00  
Aurora's Got Talent                300.00
Twisters                               1,250.00
Ace Firebirds                          200.00
Lou Moore                          1,000.00
D.J.                                      2,493.00
Stage                                    2,403.00
Delayne Drive                         800.00
C.C.R.                                  1,400.00
Blue Radio                          1,200.00
Stars United Baton                  100.00
Total for Entertainment    $13,273,49

Total Expenditures          $23,693,34 
 Budget available             $34.820.43

Surplus over budget is      $11,137. 09

Cost to the town for thethree day event in 2012 was  a  little short of $9,000. 
The Rotary Club operates the beer garden. Funds  raised by the club  are re-invested in the community. 
The town could operate the beer garden. Then the  festival would pay for itself.
Actually the umbrellas are a one-time  expenditure,can be used for other town purposes and should not necessarily  be charged against the Rib-fest.
The polce are required for the beer garden. That charge could be shifted as well.. Actual cost  of the event would be closer to $6,000.
I daresay other adjustments could be made and perhaps should be. 
I've had this draft waiting to publish for more than a week. 
I wanted to be certain I had a thorough understanding of  the figuresbefore presenting. So ther have been phone calls back and forth.