The key to developing an income and expense budget is to include every element that may be part of your event. It is better to maintain a complete list of budget items, even if you don't need all of them at this moment, than to overlook an item.

The budget checklist becomes a major part of your overall conference or event checklist. It provides an effective planner “to-do” list and is a valuable asset in making certain that all functions are being considered, strategically and financially.

Income

Registrations:

• Full-paying registrations
• Partial-paying registrations
• Spouses
• Speakers
• Guests
• Organizational leaders
• Exhibits/displays
• Exhibitor personnel
• Sponsorships
• Advertising
• Grants/contributions

Expenses

Food and Beverage:

• Minimum guarantees

• Cashiers

• Gratuities/taxes

• Surcharges for special events

• Table centerpieces

• Print materials (menu, program book, special mementos)

Speakers/Presenters/Entertainers:

• Fees (what do they include?)

• Travel (airfare class, out-of-pocket, per diem, ground transport, hotel)

• AV needs (include equipment for rehearsals, speakers' lounge)

• Handouts, print materials

Facilities:

• Meeting/function room rental

• Room sets, labor, partitions, risers

• AV (in-house contractor)

• Signs, monitors, headers

• Telephone/fax/electronic communications

• Printing/duplication/copy machine rental

• Lighting/staging/labor (don't forget rehearsals)

• Security

• Cleaning

• Flipcharts, easels, chalkboard rentals

• Electrical power, electricians

• Complimentary room provisions

• Backup facilities (e.g., interior space for inclement weather)

• Staff gratuities

• Special licenses, fees

Audiovisuals/Equipment:

• Breakout and general session equipment

• Rehearsals and “ready rooms”

• Labor calls

• Leadership meetings

Registration/Information:

• Badges

• Program books

• Hymnals

• Registration kits/portfolios

• Ribbons

• Computer equipment rental

• Admission tickets

• Registration personnel

• Decorations (booths, headers, signage, lighting, special decorations, etc.)

• Service/information desks

Transportation:

• Shipping, drayage
• Airfare (staff, speakers, leadership)
• Parking
• Airport shuttles
• Limousines
• Transportation for off-site events

Printing/Postage:

• Advance promotion

• Registration materials

• Directional/identification signs

• General correspondence, special stationery

• Handouts

• Special notices, press releases, press kits

• Confirmation correspondence with registrants

• Forms and documents

• Event evaluation forms

• Convention and Visitors Bureau materials

Staging and Decorations:

• Pipe and drape for exhibits, displays

• Risers, stages

• Lighting and sound for general sessions, breakouts

• Carpet rental for hard floor registration, exhibit areas

• Podium signs

• AV mixers, operators

• Special electrical hookups

• Pads, pencils, water stations, other meeting room supplies

Fees:

• Legal fees/contract reviews
• Music licensing fees
• Union charges
• Refuse removal fees
• Insurance riders for special events
• Furniture and equipment rental
• Community taxes, fees

Leonard “Buck” Hoyle, CMP, is a 33-year veteran of the meetings industry and a past RCMA speaker. He has served as chairman of the Convention Industry Council and an adjunct professor at The George Washington University in Washington, D.C.