The meeting budget is an important document, usually prepared in spreadsheet format, that outlines expected expenses and anticipated income (if your event is profit driven). Your budget is a working document and should be constantly reviewed and updated with both pricing estimates and actuals as soon as they become available. In all cases there will be both fixed and variable costs.
Fixed Costs – usually outlined in contracts:
• Sleeping room rates (singles/doubles/suites)
• Meeting/exhibit/event space rental fees
• Taxes, gratuities, and ‘other’ fees as outlined per contract
• Equipment rental (audiovisual, staging, and furniture rental)
• Speaker/entertainment fees
• Food & beverage costs (usually quoted with per person prices)
• Travel/transportation costs (per person airline tickets, bussing for group movements)
• Printing needs (programs, invitations, name badges, signs, advertising & marketing, media materials, awards, exhibit hall maps, etc.)
• Technology (website & app designs, onsite internet connections, power drops, equipment, and other)
• Professional services such as legal, insurance, security, risk management, translation or interpreter services, and audiovisual assistance
• Postage, shipping & handling, both inbound to venue destination and return
• Special services such as floral, photography, décor, and props
• Registration services including staffing, giveaways, badge holders/lanyards
• Consultant/additional staffing needed for both onsite and in-office pre-planning
• Travel such as VIP transportation needs, car rentals, taxis, airport transfers, etc.
• Daily meal costs and other travel expenses for staff
• Pre-planning trips & site inspections
• Parking fees
• Office supplies – both event specific (meal tickets and badge printers) and onsite needs (registration equipment and computers for staff/speaker ready rooms)
• Speaker gifts, VIP awards, staff uniforms (tee shirts/polos)
• Registration fees (Tip: be sure to account for early registration discounts, freebies, etc.)
• Exhibitor/sponsor fees & opportunities
• Sales of post-event proceeds, books, videos
• Hybrid event options such as simultaneous web broadcasting
• Extra-curricular activities such as golf tournaments, pre/post-special programming, spouse tours, childcare, etc.
View more important checklists: HERE.