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GSA Online Section Manual
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BUDGETING CHECKLIST

This page should provide you with some helpful tips for pulling together your budget.

 


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 Travel
Travel 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

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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

Other Budget Busters
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.

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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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Quick Jump to articles on this page:

DATA GATHERING

EXPENSES

BUDGET BUSTERS

REVENUE