Executive Committee Mtg 04-16-24

President's Report

Page 52 of 55

12/14/2023

Break-Even (Zero-Based) Budget

Preparing a Budget

• Past financials on same / similar event • Financial objectives • Date(s) – flexibility • Location(s) and venue(s) • Anticipated attendees • Estimates for expenses

• Marketing needs • F&B costs • Special events

When an event is expected to generate at least enough revenue to cover all expenses , a break-even analysis or zero-based budget will help the meeting professional determine the minimum registration fee or the minimum paid attendance that will accomplish this equal balance.

• Speaker expenses • Registration fees • Exhibit fees • Anticipated sponsorship • Economic trends

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Contingencies

Build in a contingency of 5% to 10% of the total budget to deal with unexpected events, inflation, currency exchange, misplaced or missing items and other emergencies.

Plan Your EVENT!

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What Do You Need to Budget For?

Safety & Risk

REVENUE

EXPENSES

• Registration • Sponsorships • Exhibit Fees • Merchandise • Advertising

• Food & Beverage • Marketing • Speaker fees • Entertainment • Production

• Security • Photography • Hotel Rooms • Travel • Space Rental

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