Budget

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
      • Microphone for questions
    • 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