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Budgeting Checklist

When planning meetings and events, it's crucial to keep track of budgeting, to make sure the allocated money is spent wisely and effectively. Since every meeting is different, the following is a guideline of possible expenditures that may be included in producing a successful meeting.


March 15, 2010

When planning meetings and events, it’s crucial to keep track of budgeting, to make sure the allocated money is spent wisely and effectively. Since every meeting is different, the following is a guideline of possible expenditures that may be included in producing a successful meeting.

1. SITE SELECTION

˚ Researching sites, including costs of directories, software, etc.

˚ Preparing and distributing requests for proposals

˚ Travel, housing, ground transportation, and other site-visit costs

2. STAFF

˚ Salaries and benefits for permanent staff

˚ Wages for temporaries

˚ On-site expenses for travel, housing, and other costs

˚ Custodial, security, electrical, audiovisual, and other contracted workers

3. PROMOTION

˚ Production and distribution of promotional pieces and other delivery vehicles

˚ Telephone fees

˚ Advertising costs

˚ Registration/housing confirmations

4. PRINTING

˚ Forms for registration (and housing if done in-house)

˚ Tour and special event order forms

˚ Tickets for meals and special events

˚ Programme agenda booklet

˚ Badge blanks and holders

˚ Special handouts and announcements

˚ Banquet menus and programmes, if separate from programme booklet

˚ Enclosures, order forms, and other items in registration packets

˚ Exhibit programmes, if separate from programme booklet

˚ Special invitations

˚ Materials for divisions, committees, board members, special interest groups, published proceedings, abstracts

5. PROGRAMME

˚ Planning: committee meetings, telephone, mailing, duplicating

˚ Expenses of speakers: honoraria, amenities, travel

˚ Audiovisual services

˚ Meeting room rental costs

˚ Special events, entertainment

˚ Golf or other sporting events

˚ Decoration costs

˚ Signs

˚ Awards

˚ Flowers

˚ Food and beverage costs

˚ Office furniture and equipment

˚ Staging

˚ Registration equipment

˚ Telephone

˚ Press room

˚ Simultaneous translation and audience-response equipment

6. EXHIBITS PROMOTION

˚ Communication contracts

˚ Room rental costs

˚ Decorator services

˚ Audiovisual

˚ Duplication services: manuals, lists, regulations, charts, etc.

˚ Drayage

˚ Electrical costs

˚ Storage fees

˚ Staff office accommodations

7. SPOUSE, CHILDREN, GUEST PROGRAMMES

˚ Coordinator expenses

˚ Gifts and amenities

˚ Printed programme

˚ Transportation costs

˚ Entertainment

˚ Committee expenses

˚ Child care

˚ Insurance

˚ Signs

8. MISCELLANEOUS EXPENSES TO KEEP IN MIND

˚ Office supplies

˚ Insurance

˚ Taxes

˚ Shipping

˚ Storage

˚ Gifts

˚ Shuttles, limousines and other transportation

˚ Accounting

˚ Legal services

Reprinted from the Professional Convention Management Association’s (PCMA) “Living Checklist” series.

Visit the PCMA website at pcma.org



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