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A meeting budget is not an isolated tool, but rather one you prepare in line with meeting objectives.
When meeting has financial goals, budget needs to take points into consideration.

1. What do I include in the meeting budget?
Fixed expenses:
Room rentals, marketing and promotion, speaker fees, signage, audio-visual equipment, insurance cost, other services might need, such as interpretation and translation.
Variable expenses:
Participants and attendees numbers related costings, such as Food and Beverage, Transportation, Onsite materials, Gratuities and Currency exchange fee.
Indirect expenses:
Administrative costs associated with event(s), such as staff salaries, equipment rental fees (walkie-talkies, mobile phones, etc.) that staffs use for the meeting.
Hidden expenses:
Vary from event to event and can include rush charges for signage, taxes, overtime charges, extra labor costs and unexpected or unplanned items.
Revenues:
Many meetings expect to make profits. Revenues usually come from registration, exhibition and advertising fees, sponsorships, donation in kinds of products and/or services.


2. How to categorize your budget?
Categories to organize revenue and expenses:
accommodation
administration
audio-visual
entertainment
exhibition
facilities
travel
speakers
shipping/freight
charges
flowers and decoration
food and beverage
insurance
labor charges
marketing and promotion
personnel
transportation, shuttle bus
programming
miscellaneous services
(translation and interpretation)

3. Find a way to Make Money!
Tries and ways to increase profitability:
1. registration fee
2. sponsorships
3. exhibition booth sales
4. special functions
5. advertising revenue
6. merchandise sales
7. audio and visual sales

4. Tips for a Cost-Effect Meeting.