Considerations
- Revenues :
- Sponsors
- Delegates charges
- Single prices / EarlyBird / Late registration ?
- Clearly state cancellation policy for the registration fee and hotel.
- Stick to a flat registration fee (e.g., I will not attend the sessions on Tuesday, do I still have to pay the full fee?). Doing so can be a logistical nightmare and will screw up the budget.
- Costs : Start projections in a spreadsheet
- Facilities
- Conference center
- Extra spaces
- Meeting spaces
- Parallel sessions
- Breakout rooms
- On-site registration space
- Exhibitors
- Publicity
- Conference materials
- Catering
- Audio/visual equipment
- Conference paper publication
- Contingencies
Activities
- Determine expected revenue and expenses
- Propose participant registration fee
- Identify potential funding sources
- Manage budget from start to finish
- Receive and track payments made
- Pay (program expenses) conference and event-related invoices
Deliverables
- Budget (Initial / Updated)
- Defined registration fees
- Final Conference Financial Statement
Archaeology Conferences