Meetings Canada

News

Budget Planning Checklist

Planning your event’s budget involves thinking through every last detail and potential expense. This list will get you started.


Planning your event’s budget involves thinking through every last detail and potential expense. This list will get you started. By Marsha Jones, October 14, 2010

AUDIOVISUAL EQUIPMENT

  • Microphones
  • DVD/MP3 players
  • Technician and operator services

CATERING & BEVERAGE

  • Rented table service
  • Gratuities/service charge
  • Labour

DESIGN & DECOR

  • Flowers
  • Table decorations
  • Podium decor

ENTERTAINMENT & SPEAKERS

  • Fees
  • Travel and accommodation
  • Insurance

FACILITIES & CAMPUS SERVICES

  • Grounds (power washing, irrigation)
  • Electricians and power
  • Building-opening fees
  • Dumpsters

PARKING & TRANSPORTATION

  • Parking permits
  • Traffic directional signage
  • Transfers (group, speakers, etc.)

PHOTOGRAPHY & VIDEOGRAPHY

  • Photography fee, plus photos
  • Video or print reproduction
  • Photo usage rights

POSTAGE & MAIL PROCESSING

  • Postage for mailing printed materials
  • Bulk mail of promotional materials
  • Mailing-house charges
  • Shipping and handling

PRINTED MATERIALS

  • Save the date cards
  • Tickets
  • Registration packages
  • Name badges and holders

PUBLICITY & MARKETING

  • Advertising
  • Website design
  • Banners

REGISTRATION

  • On-site registration staffing
  • Online registration site costs
  • Dedicated fax/phone line
  • Online-payment processing fees

RENTALS

  • Flooring or carpeting
  • Easels/sign standards/sandbags
  • Coat racks/hangers

SECURITY & SAFETY

  • Off -duty police
  • Security company
  • On-site nurse or paramedic

SIGNAGE

  • Direction or venue signs
  • Sponsor recognition

SUPPLIES & MISCELLANEOUS

  • Additional staff (temps, students)
  • Supplies (pens, pads, folders)
  • Gifts/mementos

VENUE

  • Rental of meeting or reception room(s)
  • Overnight accommodations
  • Rentals (specific to venue)
  • Special electrical or telephone hookups
  • Set-up and clean-up charges
  • Coat-check staff

Click here to download a budgeting checklist with even more detail.

— Marsha Jones, CMP, CMM, is president of The Spot Inc., a site-selection and consulting company, and can be reached at marsha@the-spot-inc.com.



Print this page




Have your say:

Your email address will not be published. Required fields are marked *

*