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How to make a good meeting budget


■ The budget for budget meetings and exhibitions is not a concept. In general, the meeting budget includes the following aspects:
1. Transportation costs Transportation costs can be subdivided into:
Transportation costs from the departure point to the conference venue - including flights, railways, highways, passenger ships, and destination stations, airports, terminals to accommodations, transportation costs during the conference - mainly transportation expenses, including accommodation Transportation to the clubhouse, transportation from the clubhouse to the dining venue, transportation from the clubhouse to the business communication venue, business travel and transportation, and scheduled transportation that other participants may use.
, farewell traffic and return transportation - including flights, railways, highways, passenger ships and accommodation to the airport, station, port transportation costs.
2. The conference room/office fee can be subdivided into:
Conference venue rentals - In general, venue rentals already include certain common facilities, such as laser pointers, sound systems, tables and chairs, podiums, whiteboards or blackboards, oily pens, chalk, etc., but some unconventional facilities Not covered - such as projection equipment, temporary decorations, display racks, etc., additional budget may be required when additional non-presidential lines are required.
Conference facilities rental fees - this part of the cost is mainly to rent some special equipment, such as projectors, laptops, mobile simultaneous interpretation systems, venue display systems, multimedia systems, video recording equipment, etc., usually need to pay a certain amount when renting The use of deposits includes the technical support and maintenance costs of the equipment. It is worth noting that specific requirements for various types of power parameters of the equipment should be made at the time of leasing, otherwise the meeting may be affected. In addition, due to the different brands, origins and old and new, these rental facilities may vary greatly in price.
, venue layout costs - if not special requirements, usually this part of the cost is included in the venue rental fees. If you have special requirements, you can negotiate with a professional conference service provider.
Other support costs - these support usually includes advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers separately look for support from these industries, the cost may be higher than the market price. If the professional conference service provider is appointed, it will receive relatively low price and professional support.
For these individual service support, the organizer should refine the requirements as much as possible and sign a separate service agreement.
3, accommodation costs The cost of accommodation should be very well understood - it is worth noting that some of the accommodation costs are full prices, and a bit of additional government tax is required. For meetings, accommodation fees may be one of the main expenses. Looking for a professional exhibition service provider usually gets a better discount.
In addition to the hotel's star rating, room type and other factors, the normal accommodation fee is also related to the open service in the room - such as long-distance communication in the room, washing, mini bar, one-time change of laundry, internet Whether the service such as fruit supply is open or not. The organizer of the conference should specify the service items and scope that the hotel should be closed or open.
4. Catering expenses The catering expenses of the conference can be simple or complicated, depending on the meeting agenda and the purpose of the meeting.
Breakfast breakfast is usually a buffet. Of course, you can also take a table-style meal. The cost can be calculated according to the number of people. Chinese food and lunch Chinese food and lunch are basically dinner. You can take the budget of the number of people - buffet, table budget - table style. If the organizer wants the consumption of wine to be purchased on its own and not by the restaurant, the restaurant may charge a certain amount of service.
, drinks and service fees Usually, if you eat in a high-star hotel restaurant, the restaurant refuses to allow the organizers to take their own drinks, if you can take out the drinks, the restaurant usually needs to add service fees. Meetings and banquets are held in high-star hotels, usually subject to a 15% service charge based on basic consumption levels.
The cost of the coffee break at the venue is basically based on the number of people. The budget can be used to propose food and beverage combinations for tea breaks at different times. The price of the tea break told by the organizer usually includes the cost of the service staff. If the organizer needs non-program services, the budget may be required. Under normal circumstances, the types of tea breaks can be divided into Western and Chinese styles - Western style is basically coffee, black tea, Western-style snacks, fruits, etc., while Chinese style is boiled, green tea or flower tea, fruit tea, fruit, coffee, Fruit and snacks are the mainstay.
In fact, the budget of the networking cocktail party/dance is more complicated than the individual banquet. The budget is easy to calculate as long as the banquet is set to the size and size of the banquet. However, the budget of the cocktail party/dance is designed to be supported by the venue and the program. The budget may take a long time to confirm:
6. Audiovisual equipment is usually negligible unless it is performed outdoors. If you have to do it outdoors for public relations, the budget for audiovisual equipment is more complicated, including:
● The rental cost of the equipment itself is usually calculated on a daily basis. ● The transportation, installation and commissioning of the equipment and the support cost of the control technicians can be used by the exhibition service provider. ● Sound source - mainly background music and entertainment music selection, the organizer can bring it. Can also entrust an agent
c. Actors and programs can usually be counted by site after the program is selected. The budget amount is usually related to the difficulty of the show and the number of participants. If there is a fixed performance at a suitable location, the budget is simple and positively related to the number of people watching the show - except for special or private events.
d, other - snacks, fruit and brewed wine
5. Miscellaneous fees and miscellaneous fees refer to the expenses incurred by some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, models and etiquette services, temporary props, fax and other communications, courier services, temporary health care, translation and guidance. , temporary business vehicles, exchanges, etc. The budget for miscellaneous fees is difficult to plan, and it is usually possible to add unforeseen expenses to the conference expenses budget as a maneuver.
So, what is the difference between the budget of the exhibition and the budget of the conference?
The exhibition budget has the same place as the conference budget, and there are different places -
The same place: accommodation, food and beverage, business inspection fees.
Different places: exhibition venue rental, exhibition layout, exhibit transportation and warehousing, small press conference or reception.
Exhibition venue leasing: If the exhibition is held at a fixed exhibition venue, the rental budget for the exhibition venue is usually calculated on the basis of the booth. The international standard booth area is usually 3mx3m and the partition height is between 2.3m and 2.5m. Standard facilities include spotlights, chairs, information desks, and power supplies. The owner of the pavilion usually has the following equipment for rent: spread stand, audio-visual equipment, multimedia equipment, decorative items, small handling tools, etc.
If the exhibition is held in other public places, the budget for the venue rental is difficult to predict - usually negotiable, calculated on a daily basis, and the price is related to the concentration of the venue and the exhibition time.

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