What does the conference budget include?

1. Transportation expenses: Transportation expenses can be subdivided into: (1), transportation expenses from the departure point to the assembly point-including flights, railways, highways, passenger ships, and transportation expenses from the destination station, airport and wharf to the accommodation place. (2) Transportation expenses during the meeting-mainly the transportation expenses of the meeting place, including transportation from the accommodation to the clubhouse, from the clubhouse to the dining place, from the clubhouse to the business exchange place, transportation for business investigation and other scheduled transportation that participants may use. (3) Farewell traffic and return traffic-including flights, railways, highways and passenger ships to airports, stations and ports, and accommodation fees. 2. The expenses of the conference room/hall can be specifically broken down into: (1) and the leasing of the conference venue. Generally speaking, the leasing of the venue already includes some common facilities, such as laser pens, sound systems, desks and chairs, rostrum, whiteboard or blackboard, oily pens, chalk, etc. , but some unconventional facilities, such as projection equipment, temporary decorations, booths and so on. , not included. (2) Rental expenses of conference facilities-This part mainly refers to the rental of some special equipment, such as projectors, notebook computers, mobile simultaneous translation systems, venue display systems, multimedia systems, video recording equipment, etc. When renting, a certain use deposit is usually required, and the rental fee includes the technical support and maintenance cost of the equipment. It is worth noting that when renting equipment, you should make specific requirements for various performance parameters (usually you can consult a professional conference service company to get the most suitable cost performance), otherwise the meeting may be affected. In addition, the rental price of these conference facilities may vary greatly depending on the brand, place of origin and the degree of old and new. (3) Site layout fee-generally speaking, this fee is included in the site rental fee, if it is not a special requirement. If you have special requirements, you can consult with professional conference service providers. (4), other support costs-these support usually include advertising printing, etiquette, secretarial services, transportation and warehousing, entertainment and medical care, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers seek support from these industries alone, the cost may be higher than the market price. If a professional conference service provider acts as an agent, it will get relatively low-cost and professional support. For these individual service support, the organizer should explain the requirements in as much detail as possible and sign individual service agreements. 3. Accommodation costs The cost of accommodation should be very easy to understand-it is worth noting that some of the prices in accommodation fees are full price, and some prices need to pay additional government taxes. 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. Catering expenses The catering expenses of the meeting can be simple or complex, depending on the agenda and purpose of the meeting. (1), breakfast is usually a buffet, of course, you can also eat around the table, and the cost can be calculated according to the number of people (but considering the particularity of meeting meals 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 restaurant has reason to refuse to check out according to the actual number of people who eat-instead, it will charge a fee according to the predetermined number) (2), Chinese food and lunch are basically meals. If the organizer wants the drinks to be purchased by himself instead of provided by the restaurant, the restaurant may charge a certain service fee. (3) Drinks and service charges Usually, if you eat in a restaurant of a high-star hotel, the restaurant refuses the organizer to bring drinks by himself. If drinks can be taken away, restaurants generally need to add a service charge. When holding a conference banquet in a high-star hotel, a service charge of about 15% is usually added on the basis of the basic consumption level. (4) The expenses for tea breaks at the meeting place are basically budgeted according to the number of people, and the catering combinations for tea breaks at different time periods can be put forward during the budget. The price of tea break informed by the organizer usually includes the service personnel fee, and if the organizer needs non-procedural services, an extra budget may be required. Generally speaking, tea breaks can be divided into two types: western coffee, black tea, western snacks and fruits, while Chinese tea breaks are mainly boiled water, green tea or scented tea, fruit tea, coffee, fruits and snacks. (5) Friendship reception/dance In fact, the budget of friendship reception/dance may be more complicated than that of a single 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 confirm the budget for the reception/dance from design to venue and program support: 5. Unless the audio-visual equipment is carried out outdoors, the cost of audio-visual equipment is usually negligible. If it is necessary to do it outdoors for public relations, the budget of audio-visual equipment is more complicated, including: ● the rental cost of the equipment itself, usually calculated on a daily basis ● the transportation, installation and debugging of the equipment and the support cost of control technicians. The exhibition service provider can act as an agent for audio sources, mainly background music and entertainment music, which can be selected by the organizer or entrusted by the agent. C, actors and programs can usually be selected and calculated on the basis of each meeting-budget. If there is a fixed performance in the right place, the budget is very simple, which is positively related to the number of people watching the performance-except for special performances or charter flights. D. Others-snacks, fruits, wine mixing 6. Miscellaneous expenses refer to the expenses incurred in some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, model and etiquette services, temporary props, fax and other communications, express delivery services, temporary health care, translation guidance, temporary business vehicles, remittance, etc. The budget of miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the budget of conference expenses as a mobile means.