Budget Planning Checklist

Budget Planning Checklist

Speakers Bureau Article from Eagles Talent

Your assignment is to put on a top-notch meeting. But does anyone realize what it’s going to cost? How much money do you have to work with? Who is going to approve the budget? Who is responsible for making the payments, and how is it going to be paid? 

The more you know up front, the fewer unpleasant budgetary surprises you’ll have down the road. The following is a checklist that includes potential expenses. It is by no means all-inclusive, nor will all of the items be applicable to your meeting. This list also acts as a great reminder of some of the areas and items that will need attention.

If you would like personal guidance from our team of program experts, Click here for help or call us at 1-800-345-5607.

 

A. Site Selection

(___)   Design Committee Meetings   $_______
(___)   Pre-convention Travel   $_______
(___)   Site Insprection Expenses   $_______

       

  Sub-Total of Section A   $_______

 

B. Hotel Accommodations

(___)    Sleeping rooms plus tax
   $_______
(___)    Presidential Suite
   $_______
(___)    Special guest suite(s)
   $_______
(___)    Officers Accommodations
   $_______
(___)    Exhibit Hall
   $_______
(___)    General Sessions Rooms
   $_______
(___)    Meal function rooms
   $_______
(___)    Meeting Rooms
   $_______
(___)    On-site company room
   $_______
(___)    Hospitality Suites
   $_______
(___)    Press room
   $_______
(___)    Speakers' preparatory room
   $_______
(___)    Storage room
   $_______
(___)    Internet Access
   $_______
         
     Sub-Total of Section B
   $_______

 

C. Travel Arrangements

(___)   Airline fares    $_______
(___)   Ground transportation    $_______
(___)   Taxis and limousines    $_______
(___)   Shuttle buses    $_______
(___)   Porters    $_______
(___)   Skycaps    $_______
(___)   Bell persons    $_______
(___)   Staff transportation in area    $_______
(___)   Offshore departure tax    $_______
(___)   Shipping materials    $_______
(___)   Storage    $_______
(___)   Special transportation    $_______
(___)   Gratuities    $_______
         
    Sub-Total of Section C    $_______

 

D. Food

(___)   Meals (list individually)   $_______
(___)   Banquets   $_______
(___)   Dine-around   $_______
(___)   Refreshments breaks   $_______
(___)   Receptions (list individually)   $_______
(___)   Cocktail Parties   $_______
(___)   Hors D'oeuvres   $_______
(___)   Hospitatlity suites   $_______
         
    Sub-Total of Section D   $_______

 

E. Speakers & Entertainers

(___)   Keynote Speaker(s)   $_______
(___)   Seminar Leader(s)   $_______
(___)   Workshop Facilitator(s)   $_______
(___)   Entertainer(s)   $_______
(___)   Spouse Program(s)   $_______

       

  Sub-Total of Section E   $_______

 

F. Audio-Visual Equipment

(___)   PA system   $_______
(___)   Extra microphones and speakers   $_______
(___)   Special lighting   $_______
(___)   Projection equipment   $_______
(___)   Screens   $_______
(___)   Computers   $_______
(___)   Monitors   $_______
(___)   Teleprompters   $_______
(___)   Video and audio recording   $_______
(___)   Flip charts   $_______
(___)   Pads and pencils   $_______
(___)   Other   $_______
         
    Sub-Total of Section F   $_______

 

G. Recreation

(___)   Golf   $_______
(___)   Tennis   $_______
(___)   Outings   $_______
(___)   Sightseeing   $_______
(___)   Other   $_______
         
    Sub-Total of Section G   $_______

 

H. Decoration

(___)   Banners   $_______
(___)   Special signs   $_______
(___)   Flowers and plants   $_______
(___)   Banquet set-up   $_______
(___)   Center pieces   $_______
(___)   Stage set-up   $_______
(___)   Stage backdrop/drapery   $_______
(___)   Stage lighting   $_______
(___)   Props, sets for theme   $_______
         
    Sub-Total for Section H   $_______

 

I. Printing


1. Pre-Convention  

     
(___)   Writers   $_______
(___)   Graphic design   $_______
(___)   Promotional pieces   $_______
(___)   Pre-registration forms   $_______
(___)   Ticket order forms   $_______

       
  2. Mailings    
         
(___)   Paper   $_______
(___)   Printing   $_______
(___)   Envelopes   $_______
(___)   Handling   $_______
(___)   Postage   $_______
         
  3. Convention Packet    
         
(___)   Packet envelopes   $_______
(___)   Welcoming letter   $_______
(___)   Registration forms   $_______
(___)   Name badges, holders and ribbons   $_______
(___)   Convention program   $_______
(___)   Trade show program   $_______
(___)   List of attendees   $_______
(___)   Special acknowledgments   $_______
(___)   Convention schedule   $_______
(___)   Special announcements   $_______
(___)   Sight-seeing list   $_______
(___)   Daily agendas   $_______
(___)   Sign-up forms   $_______
(___)   List of restaurants/snack bars   $_______
(___)   Special meal tickets   $_______
(___)   Special function tickets   $_______
(___)   Special invitations   $_______
(___)   Awards dinner program   $_______
(___)   On-site newsletter   $_______
(___)   Workbooks and handouts   $_______
(___)   Evaluation forms   $_______
(___)   Banners and signs   $_______
(___)   Acknowledgment letters   $_______
         
    Sub-Total of Section I   $_______

 

J. Digital

(___)   Email Newsletter/invites   $_______
(___)   Website development   $_______
(___)   Apps   $_______
         
    Sub-Total of Section J   $_______

 

 

K. Gifts & Awards

(___)   Recognition plaques   $_______
(___)   Winners awards   $_______
(___)   Awards for special guests   $_______
(___)   Plaques for speakers   $_______
(___)   Flowers for VIP's   $_______
(___)   President's gift   $_______
(___)   Door prizes   $_______
(___)   Gifts for convention packet   $_______
(___)   Special gift for attendees   $_______
(___)   Gift for spouses   $_______
(___)   Prizes for sporting event winners   $_______
         
    Sub-Total of Section K
  $_______

 

L. Personnel

(___)   Outside consultant's fee   $_______
(___)   Special secretarial help   $_______
(___)   Extra clerical help   $_______
(___)   Meeting planner's assistants   $_______
(___)   Messengers   $_______
(___)   Travel coordinators   $_______
(___)   Registration personnel   $_______
(___)   Voluteer registrar expenses   $_______
(___)   Security guards   $_______
(___)   Guard for trade show   $_______
(___)   Guards for special events   $_______
(___)   Drivers   $_______
(___)   Photographers   $_______
(___)   Special A/V people   $_______
(___)   Sound man   $_______
(___)   Projectionist   $_______
(___)   Video cameraperson   $_______
(___)   Stagehands   $_______
(___)   Electricians   $_______
(___)   Carpenters   $_______
(___)   Porters   $_______
(___)   Baby sitters   $_______
(___)   First aid nurse   $_______
(___)   Minister   $_______
(___)   Gratuities   $_______
         
    Sub-Totals on Section L
  $_______

 

M. Miscellaneous Expenses

(___)   Taxes   $_______
(___)   Insurance   $_______
(___)   Overtime   $_______
(___)   Storage   $_______
(___)   Gratuities   $_______
(___)   Office supplies   $_______
(___)   Bulletin printers   $_______
(___)   Computers   $_______
(___)   Furniture   $_______
(___)   Telephones   $_______
(___)   Paper   $_______
(___)   Walkie-Talkies   $_______
(___)   Fax expenses   $_______
(___)   Website creation   $_______
(___)   Internet connections   $_______
         
    Sub-Totals for Section M
  $_______
    Grand Total   $_______

 

Responsibilities

i. How much money do you have to work with?


ii. Who is approving the budget?
Phone:
E-Mail:

 

iii. Where is the money coming from?


iv. Who is making the payments?
Phone:
E-Mail:

 

v. How are the payments made?

If you would like personal guidance from our team of program experts, click here for help or call us at 1-800-345-5607.

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