The Voice of Professional Speakers in Arizona

How to Plan Your Meeting Budget

Initially, your budget serves as a guideline and may need revision as estimated costs become real.

Consider ALL factors, including:

  • Taxes
  • Tips & gratuities
  • Support materials
  • Printing
  • Postage
  • Signs
  • Name tags/badges
  • Sleeping rooms
  • Meeting room charges
  • Food and beverage
  • Audio/visual
  • Labor
  • Supplies
  • Telephone
  • Speaker fees
  • Ground transportation

Room & meal tax will vary from location to location. Tax and gratuities for meals can add more than 25% to your food bill.

Be sure to plan for the unexpected, perhaps 5-10% of your total budget. If you need it, it's there; if you don't, you come in under budget.

The choices for a meeting site are almost endless. You can choose from:

  • Airport Hotels: Well-suited for short fly-in & fly-out meetings
  • Suburban Hotels: Outside the city itself & generally quite self-contained
  • Downtown Hotels: In the heart of a city or urban area
  • Resort Hotels: Great for leisurely meetings since they offer a variety of recreational options
  • Convention Centers: Best for large meetings, trade shows and exhibits; usually near a number of hotel facilities
  • Conference Centers: Dedicated meeting facilities; good for smaller meetings when several break-out sessions are necessary
  • Colleges & Universities: Many have good meeting facilities & can offer sleeping accommodations when school is not in session
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Cavett Robert

"As speakers, we never fight over the size of our slice of the pie, we build a bigger pie."
-Cavett Robert, NSA Founder
(1907-1997)