Costing

Press, 1 May 1981, Page 14

Costing

In arranging a convention, organisers make the job much more straightforward if they ensure that the venture is financed from funds derived from within the convening association. The cost of staging the programme itself and the cost of the aarrangements are only part of the total price. Other aspects include the fees and travelling expenses for speakers, the cost of special equipment and services, and the expense of paid offices and staff. Then there-is the cost of bringing gear to the host city, the printing of programmes, invitations and registration forms and the preparation and mailing. of notices.

In addition, there may be badges, commemorative articles and exhibits to pay for, and the printing and distribution of proceedings after the event. Optional expenses should

be borne or subsidised as far as possible by the association but can be paid' for separately by convention participants or included in the registration fee. Such optional expenses would include any entertainment planned as relaxation betwen business and educational programmes or even technical tours.

Opening and closing ceremonies and some other functions, such as banquets, luncheons and tea or coffee breaks, are frequently funded separately. Registration-fees can be on two levels — one for delegates and one for spouses.

Some committees include accomodation and meals in registration fees to ensure that accomodation contracts are easily financed. Whatever is included, the costs for each item must be calculated, divided by the expected number of delegates and a per-person charge decided.