Creating a Budget

Here is a sample budget (.xls) from a recent conference that you may find helpful in budgeting for your event.

Remember:

• Because conferences are held under the auspices of the WGA, which is an independently incorporated 501(c)(3), almost all the services you will pay for are tax-exempt. You can obtain a copy of the WGA’s “Pennsylvania Exemption Certificate” from the WGA Office.

  Exception : If you serve any alcohol you will still be charged the 10% state liquor tax. Also remember that hotels and other event sites routinely charge a 20% service charge on top of the other charges. Think of think as a giant, non-negotiable tip.

• Food and audio visual expenses will be much higher than you expect. Continental breakfasts typically run about $15/person, lunches (box, buffet, plated/served) start at approximately $25/person, and breaks generally cost about $10/person. Keep in mind that you’re paying for more than the food—you’re paying for the labor, the beautiful displays, the decorations, the linens, etc. Audio visual (AV) costs are **very** high, far more costly than you would ever imagine. The expense can easily run into the thousands of dollars. Get several written quotes for all AV costs before your event so that you don’t receive a nasty surprise.

Check out the "Audio Visual Vendors and Checklist" page on this website for more information.