1. Budgeting for Chapter Conferences
Success
FINANCES 201
Budgeting for Chapter Conferences

2. Basic Budgeting Concepts
Figure your expenses before anticipating your revenue
Involve all participants to be sure all expenses are covered
Be realistic!

3. Expense Categories Facility costs: Rental
Food (meals and refreshment breaks)
identify who can order more or make menu changes
can you bring in food or drinks from outside source?
Audio visual / technology needs
will facility allow you to bring your own?
do they charge by the day or by the hour
Set up / clean up charges

4. Expense Categories Speaker Costs: Travel Subsistence Fee or honorarium
who makes the arrangements?
can you leverage corporate discounts?
Subsistence
Hotel
meals
Fee or honorarium
share with other chapters in the area?
Speaker gifts

5. Expense Categories Advertising and Reproduction costs: Stock / paper
Paper Direct, printer, specialty stores
Printing
brochure, advance postcards, certificates
agenda
vendor acknowledgements
handouts
Mailing and postage,

6. Expense Categories Supply costs: Name badges / holders
Participant and Speaker certificates
Pens
Notepads
Folders
Giveaway bags
Telephone

7. Revenue Sources Meeting / seminar charge Contributions Sponsorships
expense divided by expected number of attendees
Contributions
vendor items
corporate donations
Sponsorships
meal events
speaker support
Advertising

8. Hints for Success Plan, Plan Plan
Pre-planning well in advance of event
plan review when brochures go out
at / with facility where event will be held
status meeting week before the event
don’t allow last minute change before accessing costs

9. Hints for Success Hold Postmortem as soon after the event as possible
meet with entire committee to access what went well and what could be improved next time
review budget for any discrepancies
figure your revenue / profit
write it down! document it for next committee