Conference and exhibition is not a concept of the budget. Generally speaking, the meeting budget includes the following aspects:
1, transport costs (transport costs can be broken down into)
(1), point of origin to the conduct of business in the cost of transportation - including flights, rail, highways, passenger ships, and destination stations, airports, terminals and accommodation of traffic
(2), during the meeting transport costs - mainly conduct of business in transport costs, including accommodation to the club, transportation, clubs, traffic locations to catering, clubs, venues, transportation to business communication, business to study transport and other participants may use the scheduled traffic.
(3), send-off traffic and return transportation - including flights, rail, road, ferry and accommodation to the airport, railway stations, ports and other transportation costs.
2, conference room / office costs (concrete can be broken down into)
(1), the meeting venue rental - Generally speaking, the venue of the lease already contains some common facilities, such as laser pointer pen, sound system, tables, chairs, podium, whiteboard or blackboard, oil pen, chalk, etc., but some are very Planning facilities are not covered - such as projection equipment, temporary decoration, exhibition shelf and so on, are required to install the non-podium when speaking lines may require additional budget.
(2), conference facilities lease costs - in this part of the cost is mainly leasing special equipment, such as projectors, notebook computers, mobile simultaneous translation system, the venue display systems, multimedia systems, video-recording equipment, leasing is usually necessary to the use of paying a deposit, lease costs, including equipment, technical support and maintenance costs. It is noteworthy that when the lease deal with the effectiveness of the device parameters of various types of specific requirements (usually the meeting services company to professional advice, in order to obtain the most appropriate cost-effective), or that may affect the conduct of meetings. In addition, these facilities because of the brand, origin, and new and different, rental prices may vary greatly.
(3), venue would be the cost - if not the special requirements, usually in terms of this part of the expenses included in the venue rental costs. If you have special requirements, you can conference service providers and professional consultation.
(4), other support costs - these support usually include advertising and printing, etiquette, secretarial services, transportation and warehousing, entertainment and health care, media and public relations. Based on these supports are temporary in nature, if the conference organizers were looking for these industries to support it, its cost may be higher than the market price line, if the service provider agents to professional meetings, will receive relatively low prices and professional services support.
For these single-service support, the organizers of the requirements should be as detailed as possible, and a separate service agreement.
3, food and accommodation
Accommodation costs should be very easy to understand - It is worth noting that some prices are only lodging inside the perfect price, but is a kind of surcharge require additional government taxes. For the meeting, the accommodation may be one of the major expenses. Looking for a professional exhibition service providers often can get a better discount. In addition to the normal accommodation and hotel star standard, chamber and other factors, but also with the room open service-related - such as in-room long-distance communication, wash for, mini-bar drinks, disposable washed clothes, the Internet, fruits provide and other services are to open the. Conference organizers should be clearly hotel should be closed or open and scope of services.
4, food and beverage charges the meeting of the food and beverage charges can be very simple and can be very complex, depending on the need for and purpose of the meeting agenda.
(1), Breakfast Breakfast is usually buffet style around this table, of course, can take meals at a cost by the number of terms can be (but taking into account the special nature of the meeting dining and raw materials preparation, it is expected that the number of not eating dinner with the actual difference between the number to 15 % Otherwise, according to the actual dining restaurants are justified in rejecting the number of settlement - and replaced by a predetermined number of charges)
(2), Chinese food and Chinese food lunch, dinner and lunch basically, you can take the number of budget - buffet-style, according to table the budget - around this table-style format. If the organizers want to purchase their own alcohol consumption, not by the restaurant, the restaurant may charge a certain amount of service charges.
(3), beverages and service charges are usually, if the high-star hotel restaurants, restaurant declined to sponsor their own take-away alcohol consumption, and if you can take-away alcohol consumption, and restaurants usually subject to service charge. The organization of meetings in high-star hotel banquet, usually on the basis of basic consumption level is subject to 15% of the service charge.
(4), tea break, the cost of the venue is basically based on the number of the budget, the budget may be made when the tea break at different times of food and beverage portfolio. Contractors are informed of the tea break, the price typically include staff costs, if the organizers need non-program services, you may need suits the budget. Under normal circumstances, the types of tea breaks can be divided into two kinds of Western and Chinese - Western, basically coffee, tea, western snacks, fruit-based, Chinese Zeyi water, green tea, or tea, fruit tea, fruit, coffee, mainly fruits and snacks.
(5), networking reception / dance In fact, the networking reception / dance of the budget may be more than a separate banquet complex, banquet set up a good meal as long as the standard and scale, the budget is very easy to calculate. But the reception / dance budget design to space and programming support for the budget may need more time to confirm.
5, audio-visual equipment, except in the outdoors, otherwise the cost of audio-visual equipment, usually can be ignored. If, in public relations effects had outdoors, audio-visual equipment, the budget is more complex, including:
a rental cost of the equipment itself is usually calculated by day
b equipment, transportation, installation, debugging and control of technical staff support costs, enabling service providers agents Exhibition
c sources - mainly the background music, music and entertainment options, the organizer can bring their own, but also principal-agent
d, actors and programs can usually be selected by screening after the program calculation - the budgeted amount and the performances are usually more difficult and the number of participants positive correlation. If you have a fixed location, where appropriate, the performance, then the budget is very simple and the number of people watching shows a positive correlation - Session or private use exception.
d, the other - snacks, fruit and wine color modulation
6, miscellaneous fees
Refers to the process of miscellaneous exhibition some temporary arrangements for the costs incurred, including printing, temporary transportation and handling, souvenirs, models and etiquette service, temporary props, fax and other communications, express delivery services, temporary health care, translation and guide, temporary commercial use cars, foreign exchange and so on. Incidentals budget difficult to plan and cost estimates can often be in the conduct of business be added to deal with unforeseen expenses as a motor.
Well, the exhibition's budget, compared with the budget of the Conference, what different? Exhibition budget and the budget of the Conference have the same place, there are different places --
The same place: accommodation, food, business inspection fees (if any inspection schemes). Different places: an exhibition space rental, exhibition layout, exhibits transportation and storage, a small press conference or reception. Venue Rental: If you show a fixed exhibition venues, the exhibition space rental budget is usually calculated according to Booth. International standard booth size is usually 3mX3m, cut off height between 2.3m to 2.5m. Standard facilities include lighting, chairs, information desk, power supply. Pavilion owners usually have the following equipment available for lease: Spread bracket, audio-visual equipment, multimedia equipment, decorative items, small-scale removal tools.
If it is in other public places, exhibitions (for example, municipal square, or sports venues, etc.), then the budget for the venue rental is difficult to predict - and often Negotiable, daily basis, the price and the degree of population concentration and exhibition space of time (whether major holidays , etc.).