BUDGETING CHECKLIST and EXAMPLE
This page should provide you with some helpful tips for pulling together your budget.
MAJOR BUDGET CONSIDERATIONS (Expenses)
| • ADA (Americans with Disabilities Act) (Equipment Rental; Signers/Interpreters) |
• Audio Visual (LCD Projectors; Computers; Screens; Microphones; Laser Pointers |
| • Carpet in exhibits and poster areas |
• Comped Registration |
| • Credit Card Fees (3%–5%) |
• Delivery/Storage Fees (Hotel; Service Contractor) |
| • Electrical |
• Entertainment |
| • Exhibits (More information found in the Exhibits section) |
• Field Trips (Vans/Buses; 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 (check out Rates page) |
| • 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 You Gifts |
| • Local Committee Meetings |
• Meeting Room/Facility Rental |
| • On-Site Office Supplies |
• Permits (Fire Marshall; Special Events) |
| • Photography
|
• Postage |
| • Poster Board Rental |
• Registration Packets |
| • Security (Exhibits; Technical Session Room Access; Registration) |
• Service Charges/Taxes |
| • Signs/Sign Holders (Tech Session Signs=$9/each) |
• Student Volunteers (Salary; Comp Registration; Expenses) |
| • Tables/Chairs (Exhibit Area; Registration Area; Meeting Rooms) |
• Travel Expenses (Site Selection; GSA Registration Coordinator; Local Committee; VIPs) |
| • Travel Grants |
• 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 THE 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.) |
BUDGET EXAMPLE
Below is an example of a budget we borrowed from one of the GSA Sections. This should give you a good idea of what is needed to be included when pulling together your budget.
Most important items to remember.
- Begin by separating items dependent on:
a) registration fees (GSA Registration Fee, coffee breaks,
audio-visual are some obvious ones) from;
b) those that have fees associated with the event (field trips, breakfast, banquet, etc)
- Use data from previous meetings to get an estimate of how many will attend, and proportions of professionals vs. students, and pre-registrants vs. on-site registrants (each usually with different fees) to estimate income.
- The attached budget is an example only. Please be sure to budget using your budgeting numbers.
DOWNLOAD EXAMPLE BUDGET TEMPLATE