Enter the items and services you think you might need on our nearly comprehensive list, then click for an estimated total budget and cost per attendee.
Number of Attendees:
Room Cost
(Use this section for attendees, guests, and staff who will be on Master Account)
Number of Rooms:
Number of Nights:
Cost per Room:
Subtotal - Room Cost  
Convention Marketing
Graphic Development:
Collateral Production: (teaser, pre-registration kit, reminder, etc.)
Web Site Development:
Video Production:
Admin Support: (not including staff)
Postage:
Subtotal - Convention Marketing  
Convention
Office and
Registration Area
Banners: (usually a good idea to get two)
Signage: (signage for entire convention)
Convention Material: (binders, pocket agendas, etc. [do not include gifts])
Equipment Rental: (copier, fax, phone lines, etc.)
Computer Rental:  
Walkie Talkies: (usually $20/day/radio)
Furniture: (registration desk, special chairs, etc.)
Business Center Fees:  
Coffee Service: (staff only — don't forget the AV crew!)
Admin Support: (not including staff)
Subtotal:  
Gifts
Number of Gifts: (registration packet, in-room, etc.)
Cost per Gift: (average cost between all of them)
Subtotal:  
Awards
Number of Awards:  
Cost per Award: (average cost between all of them)
Subtotal:  
Entertainment
Feature Act(s): (name act, dance band, etc. [not including theme parties or offsite events])
DJ:  
Background Music: (wandering strings, piano, jazz trio, etc.)
Props and Decor: (not including theme parties or offsite events)
Activities: (training packages, group/experiential activities, etc.)
Guest Speaker(s):  
Onsite Photographer:  
Subtotal:  
General Session
Production of Opening:  
Equipment/Labor:  
Set:  
Security: (usually $15/hour)
Electricity: (average costs = $600 - $1,500)
Subtotal:  
Breakout Sessions
Number of Breakouts:  
AV Equipment: (per session: basic setup = $450/day )
Production Elements: (per session: video, props, handouts)
Subtotal:  
Speaker Support
Production		 (General Session Only)
Length of Speeches: (total of all speeches -  in minutes)
Images per Minute: (four is average, eight is fast)
Cost per Image: ($60 is average, $90 is high)
Subtotal:  
Offsite Event
Venue Rental:  
Food and Beverage:  
Entertainment:  
AV Equipment/Labor:  
Transportation:  
Admin Support: (not including staff)
Subtotal:  
Theme Party
Props and Decor:  
Food and Beverage:  
Entertainment:  
AV Equipment/Labor:  
Admin Support: (not including staff)
Subtotal:  
Subtotal - Convention Production  
Food and Beverage
Breakfast
Number of Breakfast Events:  
Cost per Attendee:  
Subtotal:  
Lunch
Number of Lunch Events:  
Cost per Attendee:  
Subtotal:  
Dinner
Number of Dinner Events:  
Cost per Attendee:  
Subtotal:  
Coffee Breaks
Number of Break Events:  
Cost per Attendee:  
Subtotal:  
Subtotal - Food and Beverage  
Staff Travel and Expenses
Site Inspection
Number Traveling:  
Number of Days:  
Number of Rooms:  
Cost per Room: (per staff member - per day)
Airfare: (per staff member)
Car Rental:  
Expenses: (per staff member)
Subtotal:  
Onsite (room costs already accounted for)
Number Traveling:  
Airfare: (per staff member)
Car Rental:  
Expenses: (per staff member)
Subtotal:  
Subtotal - Staff Travel  
Budget Summary
Subtotal - Room Cost:
Subtotal - Convention Marketing:
Subtotal - Convention Production:
Subtotal - Food and Beverage:
Subtotal - Staff Travel:
Total Convention Budget:
Average Cost per Attendee: