- payment for various services: translation (of leaflets and speakers’ papers),
tourist guides, equipment operators, collaborators; - publications (printed envelopes, letter head, leaflets, posters, the volume
containing the papers, possibly in electronic format), design and functionality
of the event website; - meals and receptions (opening and closing);
- social programme (if complimentary for the participants), etc.
The budget is made of:
- registration fees;
- sponsorships;
- grants (given by professional associations, cultural and educational funding
programmes, etc.); - fees charged the exhibitors (book, movie, IT applications for counselling);
- contributions of authorities in the field (in cash or offering conference rooms,
equipments); - selling advertising space (in leaflets, posters, the volume containing the
papers of the participants).
Volunteer organizations, foreign language speaker students (as guides), counsellors,
teachers, etc. may significantly decrease the organization costs.
Tentatively, a budget is made up for approximately half of the expected participants.
For the total budget, the President of the organizing committee will request the committee
or subcommittees to estimate the necessary costs for each section of the event. As the
event draws near, the budget will be adjusted periodically insofar as there is more exact
data regarding the number of participants.
Keeping the exact record of expenses and evidence of accounting documents are minimal
obligatory conditions of financial management.
Since a series of organization expenses are needed well before the budget is fed with fees
and sponsorships, it is absolutely necessary to apply for a grant from the appropriate
ministry or a professional organization well ahead of time.
Once fees start to flow in, sponsorship demands are granted to various firms / institutions
and certain facilities from authorities are obtained, the budget is re-evaluated and in case
the initial estimations were too modest, some aspects may be complimentary (e.g. free
entry for students, free distribution of materials), costs of the social programmes may be