Data Gathering
Statistics
for Past Years
Budgets and Actuals
for Past Years
Difference in Cost
of Current and Past Sites
Decide Inflation
Factor
Determine Hours for:
| • Registration | • Offices | • Exhibits | • Guest Hospitality | • Speaker Ready Room |
Decide
Reimbursement Policies for:| • Local Committee | • Volunteers | • VIPs | • Speakers |
Determine
Comp Policy for: | • Registrations | • Luncheons | • Events | • Field Trips | • Abstract Books |
MAJOR BUDGET CONSIDERATIONS
Expenses 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| • See Detailed List under Exhibits |
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 | • Abstract Submission | |
| • Site Selection | • Contract Negotiation | • Contract Review |
Guest
Program| • Destination Management Company | • Vans/Shuttle Busses | • Tours | • Gifts | • Refreshments |
Hotel
Rooms| • GSA Registration Coordinator | • Local Committee | • VIPs | • Speakers |
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 Event |
Phones| • Connection Fees | • Access Fees | • Long Distance |
Photography Postage Poster Boards| • Tables and Chairs | • Boards per presenter |
Registration
Packets Registration Tote Bags/Binders Security| • Exhibits | • Technical Session Room Access | • Registration |
Service Charges/Taxes Shuttles Shipping Signs/Sign Holders| • Tech Session Signs are $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/Speakers |
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 advance 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
Revenue
Registration
Fees
| • Professionals (Member and Non-Member) |
• Students (Member and Non-Member) |
• Guests | • Exhibitors |
Event
Fees| • Tours | • Field Trips | • Luncheons | • Banquets | • Special Events |
On-Site
Abstract Sales Sponsorship