The Conference Budget is in integral step in the planning of a conference. All costs,expenditure and income will be included in the budget ,many conference activities will be dependent on the health of the budget , e.g. Marketing activity and social/networking events.

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Budgets will be updated and reworked over the lifetime of a conference

 

Please find below some steps to follow:

1. Calculate the expenditure. Identify the expense categories based on conference programming (venue, website, registration, speakers, secretariat, insurance, audio-visual, marketing, food/beverage etc.).

2. Identify possible expenses within each category.

3. Identify which expenses will be fixed and which will be variable (variable expenses tend to be based on the number of delegates e.g. meals, as opposed to fixed costs such as marketing materials and audio-visual requirements).

4. Calculate the budget income based on all potential sources of revenue e.g. sponsorship.

5. Based on expenses, expected attendance and sponsorship determine the registration fee to cover shortfall.

6. Distribute the budget to the rest of the committee.