A conference is a gathering which often lasts for a few days bringing together people who have a common interest. For a successful event, it is necessary to have proper planning of everything. The budget is also a major part of this management. The Conference budget template helps to analyze and manage things efficiently without any mismanagement and lack of funding. It’s a remarkable way to keep track of expenses when you’re managing an event as massive in scale as a conference. This is why you need the best conference budgets to make your planning and financial management job easier.
5 Steps to Write a Conference Budget
Step 1: Encompass the Cost of Marketing of the Conference
Marketing of any event is essential as it will help to gather more and more audience from different parts of the country. More audience more is the revenue collected. But it needs proper planning and the budget should be allocated to the marketing process.
Step 2: Incorporate the Cost of Accommodation
Accommodation is a must for those speakers who are coming from faraway places. A number of speakers, number of rooms to be booked in a hotel or a guest house, the price per room per day should be clearly mentioned in the conference budget.
Step 3: Mention the Revenue That Will Be Spent On Catering Service
A clear estimation of capital that would be spent on catering services during the conference should be incorporated in a conference budget. Types of meals, number of meals, and cost per plate are all important points to be taken care of.
Step 4: Indicate the Travel Expenses In the Budget
Travel expense is the major part of any conference budget template. The template should incorporate the list of speakers who are attending the conference, their mode of travel, the cost of ticket per person and the overall cost should be calculated and mentioned in the template.
Step 5: Do Not Fail to Include the Miscellaneous Expenses
In addition to the major expenses, there are many other like fees of the speaker per session, conference kit that would be given to all the audience, felicitation of speakers, decoration, sound and light arrangements, etc. requires an investment of money and should be mentioned in the budget.
9+ Conference Budget Templates
1. Professional Conference Budget Template
This conference budget template is very sober and well designed. The budget worksheet is divided into sections which help the organizer to understand the allocation of money on different sections. The major part of the budget comprises of airfares, meals and miscellaneous charges which would be spent on the conference day. This template can act as a planning and controlling guide for event managers.
2. Simple Conference Budget Template
If you are looking for a well-organised template in which everything is explained and displayed systematically then this template will be the best for you. This conference budget template in PDF describes the complete budget very effectively by explaining the allocation of money in four major sections and their subsections. The itemized layout of the template makes it easy to use.
3. Professional Conference Budget Template
This is a professionally built budget meeting agenda template that can be used readily for big conferences and events. The amount of capital that would be spent on renting the venue, food and beverages, equipment, gifts, marketing, photography, travel, etc are calculated and displayed in the template. It’s very easy to cpature all kinds of budget details in this well designed template.
4. Effective Conference Budget Template
This event budget template is designed especially for the conference which would last for two days. The expenditures of staff, travel, accommodation, filming, and contingency are displayed. The template also shows the sources of income like grants from other departments, fees from delegates, etc along with the remaining balance.
5. Basic Conference Budget Template
The format of this budget template sample is quite impressive and eye-catching. The expenses which are to be beard by the organizer on different areas like promotions, locations, staff, etc throughout the conference are very neatly displayed in the tabular form. Moreover, funding sources are also listed systematically.
6. Multipurpose Conference Budget Template
This free budget template is multipurpose which can be effectively used for conferences. The complete expenditure structure is divided into subsections like communication, personnel, family expense, supplies, equipment etc. The expense of each subsection is calculated individually followed by the total expenditure of the conference.
7. Impressive Conference Budget Template
This conference budget template is a very good example of a budget template designed for conference related to the medical field. The template comprises the name of the sponsor, date, and venue of the conference, total income through external sources and total expenditure of the conference.
8. Free Conference Budget Template
This small conference budget template intended as a guide to annual conference organizers. The template comprises all the features which make it useful. Space is provided to mention the cost of travel, accommodation, student bursaries, printing, and publicity. Separate space is provided to calculate the income made from different sources.
9. Standard Conference Budget Template
This is a beautifully formulated conference event budget template that uses white and green colors. The total revenue collected through registration fees and sponsorships is acknowledged in the template. Expenses of audiovisual equipment services, consumption of food and beverages and other basic expenses like promotion cost, travel cost, etc are also accommodated.
10. Sample Conference Budget Template
The format of this budget template is quite different from the rest. The template exhibits the venue, dates and time of the conference. It also gives the estimated number of participants. The expenditure of the conference and income through donation and other sources are also evaluated.