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Budget Checklist

Our goal is to make sure no detail of your event is overlooked. Below is a list of some possible expenses that may need to be included in your budget.

Planning & Marketing

  • Design, printing and distribution of promotional materials
  • Advertising costs
  • Planning expenses: telephone, mailing, copying

Websites & Technology

  • Website development and updates
  • Event registration forms
  • Housing registration forms
  • Tour and special activity registration forms
  • Registration confirmations and pre-arrival communications


  • Special invitations
  • Name badges
  • Registration packets
  • Event agenda and programs
  • Tickets for meals and special activities
  • Special handouts and announcements
  • Banners and signs


  • Speaker expenses: honoraria, hotel, travel
  • Computer and audiovisual equipment
  • Space rental
  • Decorations/flowers
  • Gifts and amenities
  • Awards
  • Food and beverages
  • Furniture and equipment
  • Transportation costs
  • Special events, tours or other activities
  • Staging, setup and cleanup
  • Custodial, security, electrical, audiovisual, and other contracted staff

Miscellaneous Expenses

  • Administrative staff
  • Site inspections
  • Office supplies
  • Insurance
  • Taxes
  • Shipping and postage
  • Storage
  • Accounting
  • Legal services
  • Photography and videography