Appendix 2: Example of conference budget

Note: the figures below are historical and are merely indicative, for illustration only.

  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