Appendix 2: Example of conference budget
Note: the figures below are historical and are merely indicative, for illustration only.
TOTAL NUMBER OF DELEGATES |
? | Cost | 100 | 180 | 250 | Comments |
Expenditure | ? | ? | ? | ? | ? |
Conference publication | €10 | €1,000 | €1,800 | €2,500 | Optional - notional unit cost price to organisers |
Conference delegates' bags @ | €5 | €500 | €900 | €1,250 | ? |
Conference dinner | ? | ? | ? | ? | ? |
Food and drink @ | €50 | €3,750 | €6,750 | €9,375 | Usually catering is part of the deal with the venue |
Venue hire | ? | €2,000 | €2,000 | €2,000 | Price depends on how prestigious |
Transport (coach loads of 60) @ | €275 | €550 | €825 | €1,100 | Assume 75% take up for conference dinner |
Opening reception | ? | ? | ? | ? | ? |
Accommodation | ? | €0 | €0 | €0 | Assume no charge by host organisation |
Food and drink (per person) @ | €12 | €1,200 | €2,160 | €3,000 | Assume 100% take up |
Security | ? | €0 | €0 | €0 | Assume no charge by host organisation |
Visits & excursions (coach transport) | ? | ? | ? | ? | ? |
Visit 1 | ? | €350 | € 350 | €350 | Assume 1 coach per destination and variety of distances |
Visit 2 | ? | €150 | €150 | €150 | ? |
Visit 3 | ? | €200 | €200 | €200 | ? |
Visit 4 | ? | €200 | €200 | €200 | ? |
Printed programme | ? | ? | ? | ? | ? |
Printing | ? | €4,500 | €4,500 | €4,500 | ? |
Design | ? | €250 | €250 | €250 | ? |
Ticket and misc printing | ? | €50 | €50 | €50 | ? |
4 days hire of Conference Rooms | ? | ? | ? | ? | ? |
Hire 22-25/9 @ | €1,740 | €6,960 | €6,960 | €6,960 | Institutional host may be able to provide this free of charge |
Coffee and tea (per person per day) @ | €2.60 | €1,040 | €1,872 | €2,600 | ? |
AV equipment hire, etc. @ | €100 | €400 | €400 | €400 | notional daily rate including wi-fi in all lecture theatres |
Sundry costs | ? | €500 | €500 | €500 | Hire of printers etc. for delegates' facilities room. Exhibition equipt. etc |
Stationery; names badges & other sundries for delegates | €5 | €500 | €900 | €1,250 | ? |
Registration forms etc | €0.30 | €30 | €54 | €75 | ? |
Stage banners etc | ? | €150 | €150 | €150 | ? |
Contingency 10% | ? | €2,428 | €3,097 | €3,686 | ? |
Total expenditure | ? | €26,708 | €34,068 | €40,546 | ? |
Income | ? | ? | ? | ? | ? |
Registration fees @ | €100 | €10,000 | €18,000 | €25,000 | ? |
Hire of commercial exhibition space | ? | €2,000 | €2,000 | €2,000 | Notional |
Closing dinner tickets @ 75% take up | €25 | €3,333 | €6,000 | €8,333 | Subsidised by registration fees and other income |
Total income | ? | €15,333 | €26,000 | €35,333 | ? |
Sponsorship target | ? | €11,374 | €8,068 | €5,212 | ? |