expenses to be considered in the activity expense budget:

1, transportation expenses

(1), transportation expenses during the meeting-mainly transportation expenses at the meeting place, including transportation from the accommodation to the annual meeting place, transportation from the clubhouse to the dining place, transportation from the clubhouse to the business communication place, transportation for business investigation and other scheduled transportation that may be used by participants.

(2) Farewell traffic and return traffic-including transportation expenses of flights, railways, highways, passenger ships and accommodation to airports, stations and ports.

2. Meeting room/hall fee

(1), conference venue rent-Generally speaking, the lease of the venue already includes some common facilities.

(2) venue layout fee-generally speaking, this fee is included in the venue rental fee if it is not a special requirement.

(3), conference facilities rental fees-This part of the fees mainly refers to the rental of some special equipment, such as projectors, laptops, 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 fees include technical support and maintenance fees of the equipment.

(4) Other support expenses-these usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, and public relations.

3. Catering expenses

The catering expenses of a meeting can be simple or complicated, depending on the agenda and purpose of the meeting.

(1), Chinese food and lunch

Chinese food and lunch are basically formal meals, which can be in the form of a buffet with a number of people and a table-by-table budget. If the organizer wants the drinks to be purchased by himself rather than provided by the restaurant, the restaurant may charge a certain amount of service fee.

(2) Tea breaks at the meeting place

This fee is basically budgeted according to the number of people, and the combination of food and drinks for tea breaks at different time periods can be proposed when budgeting. The price of tea break informed by the organizer usually includes the service personnel fee, and if the organizer needs non-procedural services, it may need an extra budget. Under normal circumstances, the types of tea breaks can be divided into two types: western-style coffee, black tea, western-style snacks and fruits, while Chinese-style tea breaks are mainly boiled water, green tea or scented tea, fruit tea, coffee, fruits and snacks.

(3), mixer/dance

In fact, the budget of mixer/dance may be more complicated than that of a single banquet, and it is easy to calculate the budget as long as the meal label and scale are set. However, it may take a long time to confirm the budget of the reception/dance from the design of the budget to the venue and program support.

(4), drinks and service charges

Usually, if you eat in a restaurant in a high-star hotel, the restaurant refuses to take drinks out by the organizer. If you can take drinks out, the restaurant usually needs to add a service charge. Holding a conference banquet in a high-star hotel usually adds about 15% service charge on the basis of the basic consumption level.

(5), others-snacks, fruits and mixed wine.

4. Audio-visual equipment

Unless it is carried out outdoors, the cost of audio-visual equipment can usually be ignored. If it has to be done outdoors for the effect of public relations, the budget of audio-visual equipment is more complicated, including:

the rental cost of the equipment itself, which is usually calculated on a daily basis

the transportation, installation and debugging of the equipment and the support cost of control technicians, so that the exhibition service provider can act as an agent for

the selection of sound sources, mainly background music and entertainment music. The organizer can bring his own or entrust an agent

5. If there is a fixed performance in a suitable 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.

6. Miscellaneous expenses

Miscellaneous expenses refer to the expenses arising from some temporary arrangements during the exhibition, including printing, temporary transportation and loading and unloading, souvenirs, model and etiquette services, annual meeting planning, temporary props, fax and other communications, express delivery services, temporary health care, translation and guidance, temporary business vehicles, remittance and so on. The budget of incidental expenses is difficult to plan, and unforeseen expenses can usually be added to the budget of conference expenses as a maneuver.