| BUDGETING CHECKLIST |
This page should provide you with some helpful tips for pulling together your budget.
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DATA GATHERING
Difference in Cost
of Current and Past Sites Decide Inflation
Factor Determine Hours for:
| • Registration | • Offices | • Exhibits | • Guest Hospitality | • Speaker Ready Room |
EXPENSES
Major Budget Considerations
ADA
(Americans with Disabilities Act)| • Equipment Rental | • Signers/Interpreters |
Audio
Visual| • LCD Projectors | • Computers | • Screens | • Microphones | • Laser Pointers |
Carpet Comps Credit Card Fees (3%–5%) Delivery/Storage Fees| • Hotel | • Service Contractor |
Electrical Entertainment Exhibits| • More information found in the Exhibits section |
Field
Trips| • Vans/Busses | • Hotels | • Meals |
| • Refreshments | • Guidebook | • Entrance Fees |
Food
and Beverage (F&B)| • Breakfast | • Breaks | • Lunch |
| • Dinners | • Receptions | • Bartender/Cashier Fees |
Graphics/Art
Work/Design Gratuities GSA Services (Fees
Based on Type of Service)| • Registration | • Support Services |
Guest
Program| • Destination Management Company | • Vans/Shuttle Busses | • Tours | • Gifts | • Refreshments |
Hotel
Rooms| • GSA Registration Coordinator | • Local Committee | • VIPs |
Insurance Labor| • Hotel | • Union |
Legal
Services Local Committee Gifts/Thank
Yous Local Committee Meetings Meeting Room/Facility
Rental| • Setup Fees |
On-Site
Office Supplies
Permits| • Fire Marshall | • Tax | • Special Events |
Phones| • Connection Fees | • Access Fees | • Long Distance |
Photography Postage Poster Boards| • Tables and Chairs | • Boards per presenter |
Registration
Packets Security| • Exhibits | • Technical Session Room Access | • Registration |
Service Charges/Taxes Shuttles Shipping Signs/Sign Holders| • Tech Session Signs $9/each | • Sign Holders |
Speaker
Ready Room| • Staffing | • AV |
Student
Volunteers| • Salary | • Comp Registration | • Expenses |
Tables/Chairs| • Exhibit Area | • Registration Area | • Meeting Rooms |
Temporary
Staffing Travel Expenses| • Site Selection | • GSA Registration Coordinator | • Local Committee | • VIPs |
Official
TravelTravel Expenses incurred by section officers on official business for the section or the Society must be reimbursed from section funds WHEN THE EXPENSES HAVE BEEN AUTHORIZED IN ADVANCE BY TEH SECTION SECRETARY, unless headquarters has authorized specific items to be paid by headquarters. Councilors, officers of the committees of the Council, and GSA Staff personnel are reimbursed from GSA general revenues when on official business for the Society.
Travel
Grants
Budget Busters
#1 Budget Buster: COMPS
- Particularly for meal functions and field trips
- Charged per comp by GSA
#2 Budget Buster:
Over Estimating Registration Numbers
#3 Budget Buster:
Forgetting to budget for Service Charges and Taxes
Additional
Microphones or AV
| • Especially on-site as no discount for on-site orders |
Breaks| • Upping the guarantee for coffee/break service |
Business
Center| • Copies | • Incoming/Outgoing Faxes |
Flowers Labor Late Evening/Early
Morning Setup/Resets| • Meeting Rooms | • Exhibits | • AV |
Linens
and Decorations for Tables Liquor License Rekeying Door Locks Room Resets Telephone Access Fees VIP Amenities Wire Transfers Mandatory use of hotel
or conference center box lunches when the lunches will be consumed off-site.
Revenue
Registration
Fees
| • Professionals (Member and Non-Member) |
• Students (Member and Non-Member) |
• Guests | • Exhibitors |
Event
Fees| • Tours | • Field Trips | • Luncheons | • Banquets | • Special Events |
Sponsorship
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