AI Open-Air Budget Estimate (Trona Pinnacles, CA) – 7 Days Preparation + 2 Days Cleanup + 2 Event Days
1. Infrastructure & Equipment
| Item | Quantity / Notes | Estimated Cost (USD) |
|---|---|---|
| Main Stage (large festival stage) | 1 | 200,000 |
| Sound & Lighting System | 1 | 150,000 |
| Tents for participants | 20 | 40,000 |
| Pavilions / Exhibition zones | 5 | 25,000 |
| Portable toilets (for 20,000 total participants) | 400 | 120,000 |
| Volunteer showers | 10 | 10,000 |
| Wi-Fi / Internet access | full site | 50,000 |
| Fencing / crowd control barriers | full site | 25,000 |
| Security & safety personnel | 50+ staff | 75,000 |
| Medical staff & equipment | 10 staff | 40,000 |
| Insurance (event & liability) | full coverage | 80,000 |
Subtotal Infrastructure: 815,000 USD
2. Transportation & Logistics
| Item | Notes | Estimated Cost (USD) |
|---|---|---|
| Shuttle buses (Ridgecrest ↔ Trona) | 3-5 trips/day x 2 days | 25,000 |
| Logistics (equipment, tents, pavilions) | 7 days prep + 2 days cleanup | 50,000 |
| Waste management & cleanup crew | 2 days post-event | 30,000 |
Subtotal Transportation & Logistics: 105,000 USD
3. Food & Beverages
| Item | Notes | Estimated Cost (USD) |
|---|---|---|
| Food trucks (participants pay, provide site support) | support setup & permits | 15,000 |
| Volunteer food & water | 200 volunteers | 10,000 |
Subtotal Food & Beverages: 25,000 USD
4. Programming & Entertainment
| Item | Notes | Estimated Cost (USD) |
|---|---|---|
| Artist fees / AI-driven shows | music, drones, generative installations | 200,000 |
| Interactive exhibits / VR/AR / robotics | 5 pavilions | 100,000 |
| Drone & light shows | 2 nights | 80,000 |
| Miscellaneous tech rentals | computers, screens, generators | 50,000 |
Subtotal Programming & Entertainment: 430,000 USD
5. Staff & Volunteers
| Item | Notes | Estimated Cost (USD) |
|---|---|---|
| Volunteer coordination | 200 volunteers | 30,000 |
| Staff stipends | 50 staff | 50,000 |
| Training & workshops | pre-event | 10,000 |
Subtotal Staff & Volunteers: 90,000 USD
6. Website, Tickets & Marketing
| Item | Notes | Estimated Cost (USD) |
|---|---|---|
| Website & ticketing platform | free tickets setup | 10,000 |
| Marketing & promotion | social media, campaigns, future events | 55,000 (10%) |
Subtotal Website & Marketing: 65,000 USD
7. Base Total
Subtotal (1-6): 1,530,000 USD
Add-ons & Investments
| Item | Percentage / Notes | Amount (USD) |
|---|---|---|
| Contingency / unexpected costs | 30% | 459,000 |
| Community Investment (Trona Pinnacles & Searles Valley) | 10% | 153,000 |
| Future Project Fund / revenue for continuation | 25% | 382,500 |
Total Add-ons: 994,500 USD
Estimated Total Budget
Grand Total: 1,530,000 + 994,500 = 2,524,500 USD
Summary / Notes
- Event duration: 2 days (weekend) + 5 days prep + 2 days cleanup
- Attendance: Up to 10,000 per day, 20,000 total
- Stage & entertainment: Large festival-style stage with full AV support, drones, VR/AR, generative AI art
- Infrastructure: 20 tents + 5 pavilions, 400 portable toilets, showers for volunteers, Wi-Fi for all participants
- Staffing: 200 volunteers, 50 paid staff, medical & security teams
- Transportation: Shuttles for local residents
- Food: Volunteers supported; participants bring their own or buy from food trucks
- Marketing / future events: 10% included
- Community & local investment: 10%
- Contingency: 30%
- Future project fund: 25%
Comprehensive Event Budget in PDF
Comprehensive Event Budget in DOCX