Several aspects of exhibition budget:

So what can the transportation cost be broken down into:

(1), from the departure point to the assembly point-including flights, railways, highways, passenger ships, and transportation from the destination station, airport and wharf to the accommodation place.

(2) Transportation expenses included during the meeting-mainly including the transportation expenses of the meeting place, that is, the transportation expenses from the accommodation to the clubhouse, the transportation expenses from the clubhouse to the dining place, the transportation expenses from the clubhouse to the business exchange place, the transportation expenses for business investigation and the scheduled transportation expenses that other participants may use.

(3) Farewell transportation and return transportation-mainly including transportation expenses such as flights to airports, stations and ports, railways, highways, passenger ships and accommodation.

2. Meeting room/exhibition hall fee

Specifically, it can be divided into:

(1), conference venue leasing-Generally speaking, the leasing of conference venues already includes some common facilities, such as laser pens, sound systems, tables and chairs, seats, whiteboards or blackboards, oily pens, chalk, etc. If you do not include limited unconventional facilities, such as projection equipment, temporary decoration, booths, etc. , when it is necessary to install non-podium speaking lines, it can also be budgeted separately.

(2) Rental expenses of conference facilities-some expenses are usually the rental of some special equipment, such as projectors, notebook computers, mobile simultaneous translation systems, venue display systems, multimedia systems, video recording equipment, etc. We usually pay the corresponding use deposit when renting, and the rental fee includes the technical support and maintenance cost of the equipment. It is worth noting that specific requirements should be made for the performance parameters of the equipment when renting (generally, you can consult a professional conference service company to get the most suitable price/performance ratio), otherwise the meeting progress may be affected on the way. In addition, some conference facilities have different brands, places of origin, and old and new degrees, and the rental prices may vary greatly.

(3) Site layout expenses-Generally speaking, these expenses should be included in the site rental expenses if there is no special requirement. If you have special requirements, you can communicate with a special conference service provider.

(4), other support costs-these support costs generally include advertising printing, etiquette, secretarial services, transportation and warehousing, entertainment and medical care, media, public relations, etc. Because some support is temporary, if the conference organizer looks for these industries to support it alone, the cost is likely to be much higher than the market price. If you let a professional conference service provider act as your agent, you will get support at a relatively low price and professional service.

Based on these individual service support, the organizer should make the requirements and regulations as clear as possible and sign individual service agreements.

3, the problem of accommodation costs.

The cost of accommodation should be very easy to understand-it is worth noting that some of the prices of accommodation are full price, while some prices need to pay additional government tax. Accommodation may be one of the main expenses of the meeting. Looking for a professional exhibition service provider can usually get a better discount.

The normal accommodation fee is not only related to the hotel's star standard, room type and other factors, but also related to the services open in the room, such as long-distance communication in the room, washing and changing clothes, mini-bar drinks, one-time laundry, Internet, fruit provision and other services. The organizer of the conference should specify the service items and scope that the hotel should close or open.

4. Food and beverage expenses.

The catering expenses of the meeting can be simple or complicated, depending on the agenda and the purpose of the meeting.

(1), breakfast (this article comes from the event planning company)

Generally speaking, breakfast is a buffet. Of course, you can also dine around the table, and the fee can be calculated according to the number of people (but considering the particularity of conference dining and the preparation of raw materials, the estimated number of people who eat can't be different from the actual number of people who eat 15%, otherwise the hotel or restaurant has reason to refuse to settle the account according to the actual number of people who eat-but charge the fee according to the predetermined number).

(2) Chinese food and lunch

Chinese food and lunch are basically formal meals, and you can budget according to the number of people-buffet, by table-around the table. If the organizer wants the drinks to be purchased by himself rather than provided by the hotel, the hotel may charge a certain service fee at this time.

(3), drinks and service charges

Generally speaking, in the restaurants of high-star hotels, the restaurants refuse the organizers to bring their own drinks. If you can take drinks out, restaurants usually charge a service charge. Then when holding a conference banquet in a high-star hotel, a service charge of about 15% is generally added on the basis of the basic consumption level.

(4) Tea break at the meeting place.

This cost can be said to be budgeted according to the number of people. When budgeting, you can put forward the catering combination in different time periods. The price of tea break informed by the undertaker usually includes the service personnel fee. If the organizer needs non-procedural services, it may need additional budget. Generally, there are two kinds of tea breaks: western-style coffee, black tea, western-style snacks and fruits. Chinese tea is mainly boiled water, green tea or scented tea, fruit tea, fruit, coffee, fruit and snacks.

(5), party or dance.

The budget for a social reception/dance may be more complicated than a separate banquet. As long as the meal label and scale are set up, the budget will be easy to calculate. However, it may take a long time to determine the budget from the design of the reception/dance to the venue and program support:

(6) Audio-visual equipment

Outdoor, audio-visual equipment can be ignored. If it must be done outdoors for public relations effect, the budget of audio-visual equipment is more complicated, including:

The rental cost of the equipment itself is generally calculated on a daily basis;

The transportation, installation and debugging of equipment and the control of technical personnel support fees can be entrusted to exhibition service providers;

Music sources-mainly background music and entertainment music. This organizer can bring his own music or entrust an agent.

I. Actors and Programs

B, other snacks, prepared drinks, etc.