The budget for your conference is an important part of planning for the event. This article will show you how to create a budget and how to manage it.

Create conference budget

It is very important that you create a realistic and achievable budget. If you are unsure of what the final costs will be, it's best to err on the side of caution and overestimate your expenses. Your budget should also include all of the relevant costs associated with running an event such as venue hire, catering, travel expenses and refreshments.

Get an idea of the cost of the conference

To keep your conference costs under control, you should have a clear idea of what they are. The total cost of the event can be divided into two categories: fixed costs and variable costs. Fixed costs remain the same every year regardless of how many attendees attend the conference, while variable costs change based on how many people attend the event.

Fixed Costs

  • Venue rental fee - this is what it will cost to rent out space for your event (whether it's a room at a hotel or university building)
  • Food & beverages - this refers to all food served at the event such as breakfast pastries or lunch buffets
  • Audio-visual equipment rental

Variable Costs

  • Printing and signage costs
  • Speaker honoraria and travel expenses
  • Event insurance
  • Marketing and advertising expenses
  • Staffing costs (e.g., hiring temporary workers to help with registration and logistics)
  • Miscellaneous expenses (e.g., decorations, giveaways, etc.)

Group costs into categories

  • List the various types of costs.
  • Group them into categories.
  • Estimate the total group cost for each category.

If you are given a budget, exercise caution

Before you get started on your conference budget, it's important to note that if you are given one, exercise caution. You should keep track of expenditures and make sure they stay within the budgeted amount. If they do not, ask for more money before overspending. If no more money is provided and the budget has been exceeded by some degree (for example: $500), then decrease the amount of items purchased until it fits within the given limit.

Reduce and eliminate costs

  • Reduce costs by using less expensive materials. Instead of purchasing brand-new mats and water bottles, consider renting them.
  • Eliminate costs by not doing something. If a speaker is booked but he or she cannot attend the conference due to an illness or injury, it may be better to cancel that speaker's appearance rather than bring in another one and spend money on travel expenses for both people.
  • Reduce costs by getting people to volunteer for tasks. If there are individuals who want to help out with the event, ask them how they might like to contribute before assigning tasks based on their skillset or experience level (for example: younger volunteers can work on decorations).
  • Eliminate costs by canceling or postponing a conference if possible

If your budget exceeds the amount you need to spend, transfer excess funds to next year's budget.

Once you've spent your budgeted funds, transfer any excess funds to next year's budget. This will allow you to plan for upcoming conferences ahead of time and make sure that you're not spending more than you need to. You may also want to use your excess budget for other conference expenses like travel or supplies if the need arises.

A well-planned budget is a useful and important part of any conference.

A well-planned budget is a useful and important part of any conference. A well-planned budget helps you to manage your finances, plan for the future and ensure that your event runs smoothly.

When planning a conference, it's important to consider all of the costs and take into account everything from venue hire to catering costs. To help you manage this process we've put together this guide on how best to create a budget for your next event.


In the end, a well-planned budget is a useful and important part of any conference. It ensures that there are no surprises and helps you to make the most of your resources. The best way for you to avoid problems with your budget is to keep it simple and not go overboard on expenses. If possible, try to stick with what’s been assigned in order to avoid overspending without realizing it until later on down the line. Now that you know how easy it can be!