Organisators guide

• Organisators guide
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• The action budget

Choice of a venue of action – the first step in planning of the budget and the expenses connected with the organization. Depending on type of action, participants, and other parameters, the hotel can become the cores point of expenses, and can be and on the contrary.

Working within the limits of the budget

First of all you should make the budgetary plan. To make it, the command of organizers should

    *      To identify cost of all services (possible expenses are resulted more low).
    *      To make real estimates.
    *      To coordinate necessity and importance of each point of the estimate.
    *      To add the budget on indirect and unexpected expenses.
    *      To coordinate the maximum expenditure of means for each point.

Budget control:

    *      Inform a command of organizers on budget restrictions in the beginning of a phase of planning.
    *      Make monitoring of the present items of expenditure, in relation to earlier planned, estimate a difference.
    *      Inform those who is responsible for over-expenditures, it is desirable before they become too great.
    *      Reconsider the budget to prevent the over-expenditure in the future.

 
After action analyse the budget on structure of expenses:

    *      Define the reasons of any over-expenditure.
    *      Estimate commercial effectiveness of action.
    *      Discuss ways to make the budget of following action more realistic.
    *      Discuss ways to make following action more financially effective.

 
The expenses included in the budget

    *      Placing of participants in hotels, hotels, boarding houses
    *       Rent of a conference hall, meeting rooms
    *      A food of visitors, catering
    *      Transport
    *      Events within the limits of action, entertainments, the cultural program
    *      Rent/purchase of the necessary equipment
    *      Distributing material, presentation souvenirs
    *      The fee of the trainer/speaker
    *      Advertizing materials, brochures, a flyer
    *      The personnel
    *      Indirect expenses