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 the overall conference or event checklist. It provides an effective planner “to-do” list and is an asset in making certain that all functions are being considered, strategically and financially.
Minimum guarantees
Cashiers
Gratuities/taxes
Surcharges for special events
Table centerpieces
Print materials (menu, program book, special mementos)
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
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
Breakout and general session equipment
Rehearsals and “ready rooms”
Labor calls
Leadership meetings
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
Shipping, drayage
Airfare (staff, speakers, leadership)
Parking
Airport shuttles
Limousines
Transportation for off-site events
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
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
Legal fees/contract reviews
Music licensing fees
Union charges
Refuse removal fees
Insurance riders for special events
Furniture and equipment rental charges
Community taxes, fees
Leonard “Buck” Hoyle, CMP, is a 33-year veteran of the meeting 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. He recently wrote his second meeting text, Event Marketing, published by John Wiley & Sons, New York.