One of the most commonly overlooked items in developing a budget is Sales tax and Service Fees. These can often add an additional 30% or more to the line item you are budgeting and many vendors will not list them obviously in contracts. Always make sure you read all the guidelines and requirements in your client contracts to be sure you are including all fees and extras into your budget.

Conference Marketing and Advertising:

• Public relations and marketing
• Advertising
• Graphic design
• Copywriting
• Paper Brochures / Save-the-Date Cards, Printing, Mailing list, Fulfillment, Postage
• On-line advertising
• Specialty Marketing and Advertising (at airports, train stations, local businesses, etc.)
  

Venue Selection Visit(s) and Planning Site Visit(s):

• Airfare
• Baggage fees
• Ground transportation
• Meals
• Lodging
  

Pre-Conference Registration:

• Per-registration software / management fees
• Per-booth software / management fees
• Per-abstract software / management fees
• Software event builds
• Support contractors
• Internet and Telephone expenses
• Credit card merchant fees
  

Venue Fees:

• General session space
• Exhibit space
• Breakout room(s)
• Hospitality suites
• Media room
• Storage room
• Staff Office space
• Speaker ready room
• Set-up and Room turn fees
• Room deliveries
• Package deliveries
• Non-refundable cleaning/security deposits
  

Audiovisual:

• Music Licenses
• Sound (house sound or outside vendor system)
• Microphones
• Lighting
• Video projection
• Screens
• Video taping
• Audio taping
• Electricity, including wall outlet power
• Power strips / extension cords
• Patch fees
• Audience response system
• Data lines
• Handsets
• Conference Phones / Zoom
• Radios
• Computers
• Networking costs
• Technician costs
• Production services
• Staging  (risers, drape, backdrops)
• WIFI
• Sleeping rooms for A/V technicians
• Travel and per diem for A/V technicians
• Labor (including additional fees for overtime, double overtime and holiday hours)
• Taxes
• Penalty fees for using outside vendor (if in contract)
• Liaison fees (if in contract)
• Loading Dock fees (if in contract)
• Overhead Lights fees (if in contract)
  

Conference Materials – Onsite Registration / Check-in:

• Badge holders and badge stock
• Badge Lanyards
• Ribbons
• Registration Counters and Furniture
• Registration Signage
• Internet Hard Line
• Computers and Badge Printers
• Badge Creation and Software Build
• Networking / AutoPolling / Server Computer
• Scanners
• Welcome Bags
• Drink Tickets / Luncheon Tickets
• Special event fliers or tickets
• Welcome letters/Thank you letters
• Agenda / Program Guides
• Map of area/local attractions
• Other Handouts
  

Conference Materials – Staff Office:

• General Office Supplies
• Printer / Copier
• WiFi or Internet Hard Line
• Phone / Zoom capabilities

Personnel/Staffing:

• Conference Planner(s)
• Travel coordinator(s)
• Registration staff
• Badge checkers and door monitors
• Welcoming or "meet and greet" staff
• Human directional staff
• Security
• EMT
• Childcare
• Legal
• ADA Interpreters
• Volunteers
  

Speakers:

• Keynote
• Moderators
• Master of Ceremonies
• Breakout Speakers
• Speaker lodging, travel and other expenses (i.e., gifts)
  

Lodging:

• Sleeping rooms for Staff
• Suites for VIPs
• Sales Tax
• Incidentals
• Room service
• Mini bars
• Health club
• Staff gratuities
• Porter fees
• Late checkout fees
• Resort fees
• Non-refundable cleaning/security deposits
  

Travel:

• Airline tickets
• Baggage fees
• In flight WIFI
• Airport transfers
• Offshore departure tax
• Visas
• Documentation

• Rental cars / Ubers
• Gas
• Parking
• Valet
• Mileage reimbursement
• Tolls

• Gratuities for Sky caps
• Gratuities for Bell persons
• Gratuities for Housekeeping
  

Food & Beverage (Catering):

• Breakfast
• Lunch
• Dinner
• Receptions
• Breaks
• Offsite or en-route meals and drinks
• Liquor
• Liquor license
• Bartender/server fees
• Corkage fees
• Service charges
• Staff gratuities
• Sales Taxes
  

Special Events / Activities:

• Venue rental
• Activity costs
• Sight-seeing/outings
• Spouse's program
• Children's program
• Entertainer
• Band
• Disc jockey
  

Décor:

• Banners
• Printed Signage
• Digital Signage
• Flowers / plants
• Ice sculptures
• Buffet décor elements
• Centerpieces
• Linens
• Specialty furnishings
• Stage or set design
• Drapery
• Props
• Theme party décor and rentals
• Dance floor
• Tents
  

Gifts / Giveaways / Awards:

• Awards/plaques
• Gifts for:
• Welcome packets
• VIP
• Speakers
• Volunteers
• Attendee’s spouses
• Attendee’s children
• Door prizes
• Prizes for sporting events
• Prizes for contests
• Apparel
  

Shipping:

• Packaging supplies
• Packing fees
• Shipping
• Handling
• Postage
• Storage
• Freight
  

Other:

• Business center
• Transcribing
• Currency exchange
• Insurance
• ADA Requirements
• Coat and bag check
• Photographer
• Videographer
  

Estimating Revenues (If you have multiple fees, be sure to calculate based on the number of attendees paying each fee area):

• Registration fees
• Sponsor funds
• Special event ticket sales
• Guest or spouse ticket sales
• Onsite merchandise sales
• Commissions from venues or other vendors
• Program advertising revenue sold
• Grants
• Advertising sales

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Example:

200 Members @ $500 = $100,000

100 Non-members @ $750 = $75,000

Sponsor funds @ $200,000

Hotel commissions @ $10,000

Total Revenue = $385,000

When forecasting revenues, be conservative!  When anticipating expenses, consider worst case scenario.

Administering the Budget:

• Break down expenses and revenues by month.
• Assign someone to track and report on the budget monthly.  Have all expenses and revenues run through this person.
• Research variances in budget each month to ensure you are staying on track.
• Revise the budget if needed to reflect increases or decreases in attendance or any other significant factors.