Budget

The budget for conferences and exhibitions is not a concept. Generally speaking, the conference budget includes the following aspects:

1, transportation costs

Transportation costs can be subdivided into:

(1), transportation costs from the departure point to the conference place-including flights, railways, highways, passenger ships, and transportation from destination stations, airports, docks to accommodation

(2), and transportation costs during the conference.

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

2. Meeting room/hall expenses

can be broken down into:

(1) and conference venue rent-generally speaking, the venue rent already includes some common facilities, such as laser pointer, sound system, tables and chairs, podium, whiteboard or blackboard, oil pen, chalk, etc., but some unconventional facilities, such as projection equipment, are not included.

(2) Rental fee of conference facilities-This part of the fee 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 fee includes the technical support and maintenance costs of the equipment. It is worth noting that when renting equipment, specific requirements should be made for various performance parameters (professional conference service companies can usually be consulted to obtain the most suitable cost performance), otherwise the meeting may be affected. In addition, the rental prices of these conference facilities may vary greatly due to the different brands, places of origin and old and new ones.

(3) venue layout fee-generally speaking, this fee is included in the venue rental fee if it is not a special requirement. If you have special requirements, you can negotiate with professional conference service providers.

(4) Other support expenses-these usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media, public relations, etc. Based on the temporary nature of these supports, if the conference organizers seek support from these industries separately, the cost may be higher than the market price. If professional conference service providers act as agents, they will get relatively low-priced and professional support.

for these individual service support, the organizer should specify the requirements as much as possible and sign a separate service agreement.

3. Accommodation expenses

Accommodation expenses should be very easy to understand-it is worth noting that some of the prices in the accommodation expenses are full prices, and some of them need to be subject to additional government taxes. Accommodation may be one of the main expenses for meetings. Finding a professional exhibition service provider can usually get a better discount.

The normal accommodation fee is not only related to the star standard of the hotel, room type and other factors, but also related to the open services in the room, such as long-distance communication, washing and changing, mini-bar drinks, one-time laundry, Internet, fruit provision and other services. The organizer of the conference should specify the service items and scope that the hotel should close or open.

4. Food and beverage expenses

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

(1), breakfast

Breakfast is usually a buffet, of course, you can also eat around the table, and the cost can be calculated according to the number of people (but considering the particularity of meeting dining and the preparation of raw materials, the estimated number of people eating should not differ from the actual number of people eating by 15%, otherwise the restaurant has reason to refuse to settle the account according to the actual number of people eating-instead, it will charge the fee according to the predetermined number)

(2), Chinese food and lunch < p 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.

(3), 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.

(4) 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 times can be proposed during the budget. 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.

(5), 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 to the venue and program support:

6. Audio-visual equipment

Unless it is held 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

● The audio source, mainly background music and entertainment music, can be selected by the organizer, or can be entrusted as an agent < 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.

d, other-dim sum, fruit and mixed wine

5. 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, temporary props, faxes and other communications, express delivery services, temporary health care, translation and guidance, temporary business vehicles, remittance and so on. The budget of miscellaneous expenses is difficult to plan, and unforeseen expenses can usually be added to the budget of conference expenses as a maneuver.

So, what's the difference between the exhibition budget and the conference budget?

There are similarities and differences between the exhibition budget and the conference budget-

There are similarities: accommodation, catering and business investigation expenses (if there is an investigation plan).

Different places: exhibition venue rental, exhibition layout, transportation and storage of exhibits, small press conference or reception.

Rental of exhibition venue: If the exhibition is held in a fixed exhibition venue, the rental budget of the exhibition venue is usually calculated according to the booth. The international standard booth area is usually 3mX3m, and the partition height is between 2.3m and 2.5m.. Standard facilities include spotlights, chairs, data tables and power supply. The owner of the exhibition hall usually has the following equipment for lease: exhibition support, audio-visual equipment, multimedia equipment, decorative supplies, small handling tools, etc.

if the exhibition is held in other public places (such as municipal squares or stadiums, etc.), it is difficult to predict the budget of venue rental-usually negotiable, calculated on a daily basis, the price is related to the concentration of people in the venue and the exhibition time (whether it is an important holiday, etc.).

■ Invite

No matter what kind of conference or exhibition, the organizer certainly hopes that the appropriate objects (customers) will attend. As the organizer, the way of invitation is very important. Usually, the invitation includes three procedures: information release, receipt processing and confirmation notification.

information release-from the media, there are several forms, such as printed matter (including invitation letter, organization document, meeting notice), e-mail, print media announcement, electronic media announcement, etc. Usually, the information release includes the theme, time, place (tentative or candidate), main agenda and arrangement, expenses and standards, etc. Some of them also attach a meeting (exhibition) plan, which can let participants know the significance of participation and their expectations for the exhibition.

receipt-for the organizer, receipt is one of the judging signs for the success of exhibition planning activities. After the receipt is received, statistics are usually needed (before that, it should be reminded that the design of the receipt is very important, it should be reasonable and complete, and it should include the following information-clear number of people, position, gender, contact information, expected arrival time, welcoming requirements, etc.), confirmation of the validity of the receipt (usually marked by whether the conference fee has been paid), and the next thing to do is resource allocation-mainly the arrangement of booths and hotel accommodation. The receipt can take many forms-fax, letter, e-mail, online receipt or telephone. It should be noted that if the exhibition topic allows, the special requirements of the participants, such as family members, entourage, health care requirements, transportation agents, eating habits, accommodation requirements, etc., should be considered. If the receipt is clear, it will be of great help to the orderly arrangement of the exhibition.

confirmation notice-if the conference expenses are confirmed or can be confirmed in other ways, a confirmation notice can be sent. At the same time, the exact location, time, agenda, check-in procedures and precautions of the exhibition should be issued.

■ Check-in and check-in arrangement

If it's a small business meeting, check-in is relatively simple, just a directory registration. But if it is a large conference or exhibition, then signing in is a complicated task.

usually, the sign-in for the meeting is linked with the accommodation arrangement. If the check-in process of large-scale conference is not chaotic, the necessary processes and preparations are necessary-receipt statistics, check-in form, guidance and assistance personnel, accurate room number and room number in the hotel, room allocation table, key, small envelope indicating the name and room number of the check-in person (usually provided by the hotel), relatively obvious route instructions for staying in the hotel, instructions for meeting (exhibition) and detailed schedule of the meeting (exhibition). If possible, try to use the computer to check in. In general, there should be no less than 6 check-in service personnel-working hours should be reasonably allocated according to the arrival time of exhibition participants.

if the items of receipt are well designed in advance, it will be very helpful for check-in and check-in arrangement.

■ Catering arrangements

Generally speaking, catering is not uniformly arranged for exhibitions (except for special guests or important customers), but for meetings. There are usually two forms of catering arrangements-buffet or table meal. Categories include Chinese, Western and Muslim series.

it is very important for cost control to arrange catering meetings in a unified way. Generally, buffet can be controlled by issuing meal vouchers (many hotels have minimum requirements for the number of people to eat in buffet), and meal labels and menus can be made in advance, strictly distinguishing official representatives from entourage and family members, and those with special requirements can negotiate with the restaurant. Table-style dining arrangements are more complicated-especially in large-scale meetings. The issues that need to be considered in the dining arrangement around the table are: the meal opening time, the number of people at each table, the meal voucher, the arrangement of people at the same table, the people with special eating habits, the types of drinks and the payment. What needs to be reminded is that attention should be paid to the hygiene of restaurants and utensils during the pre-meeting inspection, so as not to cause health problems for diners. If diners can't gather for dinner on time, they can take the practice of opening a table with enough people at that table to ensure the rights and interests of diners.

■ communication/reception

communication/reception generally requires careful planning. The purpose of the reception is to strengthen the relationship between the public and customers, so the atmosphere is very important.

Communication/cocktail parties are usually held in a relatively closed and distinctive place. The links involved are: band (or sound, sound source), programs and actors, program list, drinks, fruits, snacks, barbecue food, props, barbecue utensils, emcee, transportation, weather forecast, second plan, electrical technicians, security personnel, temporary dancers, fireworks, chefs, service personnel, etc.

focus: venue, program, master of ceremonies, security, and service procedures.

due to the different scale and purpose of the reception, there is no complete standard reception mode, so we can only learn from some examples of reception that have been held.

■ Press conference

Press conference forms include press conference, press conference, cocktail party, etc. Generally speaking, the reception is more free, informal and the atmosphere is relatively relaxed. It can be held alone or attached to other forms, for example, some people hold a reception or tea party after the reception. Press conferences are generally thematic, featuring "answering reporters' questions". In addition, the press conference can be carried out by the head of public relations, while the press conference is generally attended by higher-level officials. Among these forms, the most common is the press conference.

Elements of press conference:

● Purpose

● Target audience of information release

● Intended invitee

● Press conference scale

The matters involved in press conference are similar. Generally speaking, Including these major parts:

1, activity planning and theme determination

2, program planning and agenda arrangement

3, material preparation

4, invitation, communication and determination of participants

5, time, venue implementation and scene layout

6, product display, demonstration and information release

7, on-site atmosphere control.

Generally speaking, press conferences can be divided into the following categories, and their styles basically follow the following routines:

1. Political-seriousness

2. High-tech products-formal with liveliness

3. Agriculture-friendliness and environmental protection

4. Culture-culture and history < Avant-garde

7. Fashion products-classics with the flavor of the times

8. Crafts-classics, Gu Zhuo

9, other categories-corresponding styles

2. Set up a preparatory committee, organize relevant personnel, and determine the organization and personnel protection.

a press conference involves all aspects, and all the work is interrelated, interrelated and cross-cutting. It must be arranged in an overall way and carried out in a multi-pronged manner at the same time, which is extremely difficult to complete by one's own efforts.

the principles of establishing an organization: first, the "professional principle", in which professional people do professional things, knowing others and being good at their duties. For example, the communication of dealers, the marketing department is the counterpart department. Among them, the communication between experts and officials generally requires the head of public relations and senior management of enterprises to come forward, and there is no other group. The communication of the press and the preparation of materials are all personnel of the public relations department.