Conference Business Plan

 

Example of conference business plan

  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         Internal British Library rates shown as example
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
Sundry costs   € 500 € 500 € 500 Hire of fax machine etc. for delegates' facilities room. Exhibition equipt. etc
Stationery; 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  
Commercial sponsorship target   € 11,374 € 8,068 € 5,212