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Conference Budget Template Conference Budget Template # of Units Cost Per Unit Estimate Spend Actual Actual Difference Venue Rental Fees Premits 1 $100 $100 $100 $0 Set Up 1 $500 $500 $1,000 $500 Room Rental 3 $5,000 $15,000 $15,000 $0 Breakout Room Rental 3 $3,000 $9,000 $9,000 $0 Cleaning 1 $1,000 $1,000 $1,500 $500TOTAL $25,600 $26,600 $1,000 Food & Beverage Fees Reception Party 50 $50 $2,500 $2,000 -$500 Meal #1 100 $75 $7,500 $7,500 $0 Meal #2 150 $75 $11,250 $10,000 -$1,250 Meal #3 150 $75 $11,250 $10,000 -$1,250 Nightly Event 75 $50 $3,750 $4,000 $250TOTAL $36,250 $33,500 -$2,750 Transportation Fees Flights 10 $500 $4,500 $5,000 $500 Taxi/Limo 20 $50 $1,000 $1,500 $500 Bus Rental 3 $500 $1,500 $1,500 $0TOTAL $7,000 $8,000 $1,000 Hotel Fees Staff Rooms 8 $200 $1,600 $1,600 $0
Speakers Rooms 2 $300 $600 $600 $0 Business Center Rental 3 $500 $1,500 $1,500 $0 Room Service Credit 10 $50 $500 $1,000 $500TOTAL $4,200 $4,700 $500 Communication & AV Fees AV Rental & Set Up 1 $2,500 $2,500 $2,000 -$500 Video Production 1 $2,500 $2,500 $1,500 -$1,000 Internet Rental 3 $500 $1,500 $1,000 -$500 Phone Rental 3 $200 $600 $1,000 $400TOTAL $7,100 $5,500 -$1,600 Creative & Collateral Fees Design Fees 1 $5,000 $5,000 $5,000 $0 Giveaways 300 $50 $15,000 $15,000 $0 Printing (Invites, Programs, Name Tags, etc.) 300 $25 $7,500 $10,000 $2,500 Signage 30 $150 $4,500 $5,000 $500TOTAL $32,000 $35,000 $3,000 Speakers Fees Speaker #1 1 $5,000 $5,000 $5,000 $0 Speaker #2 1 $5,000 $5,000 $5,000 $0TOTAL $10,000 $10,000 $0 Activity Fees Offsite #1 1 $2,500 $2,500 $3,000 $500 Offsite #2 1 $2,500 $2,500 $2,500 $0 Offsite #3 1 $2,500 $2,500 $3,500 $1,000 Speakers Rooms 2 $300 $600 $600 $0 Business Center Rental 3 $500 $1,500 $1,500 $0 Room Service Credit 10 $50 $500 $1,000 $500TOTAL $4,200 $4,700 $500 Communication & AV Fees AV Rental & Set Up 1 $2,500 $2,500 $2,000 -$500 Video Production 1 $2,500 $2,500 $1,500 -$1,000 Internet Rental 3 $500 $1,500 $1,000 -$500 Phone Rental 3 $200 $600 $1,000 $400TOTAL $7,100 $5,500 -$1,600 Creative & Collateral Fees Design Fees 1 $5,000 $5,000 $5,000 $0 Giveaways 300 $50 $15,000 $15,000 $0 Printing (Invites, Programs, Name Tags, etc.) 300 $25 $7,500 $10,000 $2,500 Signage 30 $150 $4,500 $5,000 $500TOTAL $32,000 $35,000 $3,000 Speakers Fees Speaker #1 1 $5,000 $5,000 $5,000 $0 Speaker #2 1 $5,000 $5,000 $5,000 $0TOTAL $10,000 $10,000 $0 Activity Fees Offsite #1 1 $2,500 $2,500 $3,000 $500 Offsite #2 1 $2,500 $2,500 $2,500 $0 Offsite #3 1 $2,500 $2,500 $3,500 $1,000
TOTAL $7,500 $9,000 $1,500 Miscellaneous Fees Event Labor 5 $300 $1,500 $1,500 $0 Misc Cleaning Fees 1 $2,000 $2,000 $2,500 $500 Random Expenses 1 $1,500 $1,500 $2,000 $500TOTAL $5,000 $6,000 $1,000 TOTAL $7,500 $9,000 $1,500 Miscellaneous Fees Event Labor 5 $300 $1,500 $1,500 $0 Misc Cleaning Fees 1 $2,000 $2,000 $2,500 $500 Random Expenses 1 $1,500 $1,500 $2,000 $500TOTAL $5,000 $6,000 $1,000
Conference Budget TemplateConference Budget Analysis (Do Not Enter Data)Budget Categories Total Budget Actual Spend (YTD) Budget Remaining % RemainingVenue Rental Fees $25,600 $26,600 -$1,000 -4%Food & Beverage Fees $36,250 $33,500 $2,750 8%Transportation Fees $7,000 $8,000 -$1,000 -14%Hotel Fees $4,200 $4,700 -$500 -12%Communication & AV Fees $7,100 $5,500 $1,600 23%Creative & Collateral Fees $32,000 $35,000 -$3,000 -9%Speakers Fees $10,000 $10,000 $0 0%Activity Fees $7,500 $9,000 -$1,500 -20%Miscellaneous Fees $5,000 $6,000 -$1,000 -20%Totals $134,650 $138,300 -$3,650 -3% Conference Budget TemplateConference Budget Analysis (Do Not Enter Data)Budget Categories Total Budget Actual Spend (YTD) Budget Remaining % RemainingVenue Rental Fees $25,600 $26,600 -$1,000 -4%Food & Beverage Fees $36,250 $33,500 $2,750 8%Transportation Fees $7,000 $8,000 -$1,000 -14%Hotel Fees $4,200 $4,700 -$500 -12%Communication & AV Fees $7,100 $5,500 $1,600 23%Creative & Collateral Fees $32,000 $35,000 -$3,000 -9%Speakers Fees $10,000 $10,000 $0 0%Activity Fees $7,500 $9,000 -$1,500 -20%Miscellaneous Fees $5,000 $6,000 -$1,000 -20%Totals $134,650 $138,300 -$3,650 -3%
Actual Spend vs Budget Year to Date Spend Budget$40,000 $36,250$35,000 $32,000$30,000 $25,600$25,000$20,000$15,000 $10,000$10,000 $7,000 $7,100 $7,500 $5,000 $5,000 $4,200 $0 Venue Rental Food & Transportation Hotel Fees Communication Creative & Speakers Fees Activity Fees Miscellaneous Fees Beverage Fees Fees & AV Fees Collateral Fees Fees Actual Spend vs Budget Year to Date Spend Budget$40,000 $36,250$35,000 $32,000$30,000 $25,600$25,000$20,000$15,000 $10,000$10,000 $7,000 $7,100 $7,500 $5,000 $5,000 $4,200 $0 Venue Rental Food & Transportation Hotel Fees Communication Creative & Speakers Fees Activity Fees Miscellaneous Fees Beverage Fees Fees & AV Fees Collateral Fees Fees
Allocated Budget Year to Date Spend $5,000 $6,000 Venue Rental Fees Venue Rental Fees $7,500 $9,000 $25,600 $26,600 $10,000 Food & Beverage Fees Food & Beverage Fees $10,000 Transportation Fees Transportation Fees Hotel Fees Hotel Fees Communication & AV Communication & AV Fees Fees$32,000 Creative & Collateral Creative & Collateral Fees $35,000 $33,500 Fees $36,250 Speakers Fees Speakers Fees Activity Fees Activity Fees $7,100 $4,200 $7,000 Miscellaneous Fees $5,500 Miscellaneous Fees $4,700 $8,000 Allocated Budget Year to Date Spend $5,000 $6,000 Venue Rental Fees Venue Rental Fees $7,500 $9,000 $25,600 $26,600 $10,000 Food & Beverage Fees Food & Beverage Fees $10,000 Transportation Fees Transportation Fees Hotel Fees Hotel Fees Communication & AV Communication & AV Fees Fees$32,000 Creative & Collateral Creative & Collateral Fees $35,000 $33,500 Fees $36,250 Speakers Fees Speakers Fees Activity Fees Activity Fees $7,100 $4,200 $7,000 Miscellaneous Fees $5,500 Miscellaneous Fees $4,700 $8,000
