Budgeting Essentials Part 1

Introduction

We will in this part provide with a short analysis regarding budgeting aspects in the following categories.

  1. Venue
  2. Date and Time
  3. Registration Process
  4. Event Related Kit Preparation

Accounting Cost For Venue Selection

Event planning firms, all over the world, tries to pull their partner's resources, so that both of them are jointly benefited. They form a network of business associates with hotels, guest houses, auditoriums, seminar halls, conference hall owners, car rental service providers, caterers, travel and tourist companies, and others. Selecting venue for events requires three things:

  • Nature of Event
  • Number of Participants
  • Clients' Budget

The event planning firms, while pitching for any project from a big client, often overlooks this third point. In fact, with the third point they can impress a client. In the sense that, the client will come to know, that the event planning firm, tries to use finances optimally and acts for the benefit of the client.

Venues can be a five star hotel for a conference or a seminar, or can be reputed auditorium or trade fair ground. It can be also in client's place or his associate's place. Often, a client needs to arrange an event out of his country. Then selecting the venue for the event planning firms becomes a little difficult. But an event planning with an international repute, can in fact arrange cross border events.

Ambience And Event Budget

Along with the venue comes the ambience or the market scenario of the place. If the event requires participation from people with a particular demographic profile, professional background and income background, then choose the venue keeping your target audience in mind. The client then should help the event planning firms in knowing the target audience and suggesting venue accordingly.

Budget varies very much with venue. International market speaks in dollars for booking a conference hall or a seminar auditorium. Often these are booked on an hourly basis. But bulk-booking package is also available, in case the client wants the event to go on for some days. Majority of the good event planning firms share a business rapport with major venue management authorities. Hence they can arrange for a discount.

Next comes Time and Date: You will be surprised in knowing that these too can affect an event budget. For during peak season for trade fairs or exhibitions, the venue becomes in demand. Hence, you can expect a steep price for a day where other companies also want to book the venue in same date and time. It is always better to book the venue in advance along with a set date and time. Event planning firms, in fact stresses on these, for client's benefit.

Registration and Event Budget

Yes, registration for an event affects the event budget. It depends on registration kit preparation. Like for example, printing and content developing of registration forms. Keeping a logbook on registered participants. Checking arrival and departure of the registered participants. Issue involving registration fee calculation, maintaining accounts, and fee refund measures. Another budget affecting registration is online registration. Here, most of the event planning firms asks the client to have an online registration process and maintain a database of the participants. This is an additional cost.

So, while planning for an online registration form, the client and the event planning firms must evaluate all aspects of going online and costs.

Event Related Kit Preparation: As a client, when going for a big event, always seek advise from the event planning firms regarding event kit preparation. It can be write-ups on event theme, past event success stories, identity card and invitation letter to the delegates, event program calendar, questions and answers discussion minutes and other relevant agenda. Also, printing of important speeches, extracts of marketing and publicity efforts in different media and others needs to be printed.

Event planning firms, since they have excellent networking partners, can arrange to get all event related kit prepared and printed for you. In fact these serves as an important data source in future for hosting similar events. Budgets though should not be extravagant and only that, which is essential should be done. But for firms, of big size, event kit preparation and planning should be done keeping in mind the firm's image.

To know more our services and why we rank among event planning firms, click here.

Check out on our event planning and consultancy services

[Home] | [Public Relations Thailand] | [Event Management Thailand] | [Marketing Communications Thailand] | [Event Organizer Thailand] | [Event Organizer Asia] | [Public Relations Consultant] | [Direct Marketing Consultancy] | [Event Planning Firms] | [Public Relations Specialist] | [Event Planning Coordinator | [Event Planning Firm] | [Effective Meeting Planning] | [Marketing Communications Asia] | [Event Management Asia] | [SiteMap]

Budgeting Essentials Part 1

Introduction

We will in this part provide with a short analysis regarding budgeting aspects in the following categories.

  1. Venue
  2. Date and Time
  3. Registration Process
  4. Event Related Kit Preparation

Accounting Cost For Venue Selection

Event planning firms, all over the world, tries to pull their partner's resources, so that both of them are jointly benefited. They form a network of business associates with hotels, guest houses, auditoriums, seminar halls, conference hall owners, car rental service providers, caterers, travel and tourist companies, and others. Selecting venue for events requires three things:

  • Nature of Event
  • Number of Participants
  • Clients' Budget

The event planning firms, while pitching for any project from a big client, often overlooks this third point. In fact, with the third point they can impress a client. In the sense that, the client will come to know, that the event planning firm, tries to use finances optimally and acts for the benefit of the client.

Venues can be a five star hotel for a conference or a seminar, or can be reputed auditorium or trade fair ground. It can be also in client's place or his associate's place. Often, a client needs to arrange an event out of his country. Then selecting the venue for the event planning firms becomes a little difficult. But an event planning with an international repute, can in fact arrange cross border events.

Ambience And Event Budget

Along with the venue comes the ambience or the market scenario of the place. If the event requires participation from people with a particular demographic profile, professional background and income background, then choose the venue keeping your target audience in mind. The client then should help the event planning firms in knowing the target audience and suggesting venue accordingly.

Budget varies very much with venue. International market speaks in dollars for booking a conference hall or a seminar auditorium. Often these are booked on an hourly basis. But bulk-booking package is also available, in case the client wants the event to go on for some days. Majority of the good event planning firms share a business rapport with major venue management authorities. Hence they can arrange for a discount.

Next comes Time and Date: You will be surprised in knowing that these too can affect an event budget. For during peak season for trade fairs or exhibitions, the venue becomes in demand. Hence, you can expect a steep price for a day where other companies also want to book the venue in same date and time. It is always better to book the venue in advance along with a set date and time. Event planning firms, in fact stresses on these, for client's benefit.

Registration and Event Budget

Yes, registration for an event affects the event budget. It depends on registration kit preparation. Like for example, printing and content developing of registration forms. Keeping a logbook on registered participants. Checking arrival and departure of the registered participants. Issue involving registration fee calculation, maintaining accounts, and fee refund measures. Another budget affecting registration is online registration. Here, most of the event planning firms asks the client to have an online registration process and maintain a database of the participants. This is an additional cost.

So, while planning for an online registration form, the client and the event planning firms must evaluate all aspects of going online and costs.

Event Related Kit Preparation: As a client, when going for a big event, always seek advise from the event planning firms regarding event kit preparation. It can be write-ups on event theme, past event success stories, identity card and invitation letter to the delegates, event program calendar, questions and answers discussion minutes and other relevant agenda. Also, printing of important speeches, extracts of marketing and publicity efforts in different media and others needs to be printed.

Event planning firms, since they have excellent networking partners, can arrange to get all event related kit prepared and printed for you. In fact these serves as an important data source in future for hosting similar events. Budgets though should not be extravagant and only that, which is essential should be done. But for firms, of big size, event kit preparation and planning should be done keeping in mind the firm's image.

To know more our services and why we rank among event planning firms, click here.

Check out on our event planning and consultancy services

[Home] | [Public Relations Thailand] | [Event Management Thailand] | [Marketing Communications Thailand] | [Event Organizer Thailand] | [Event Organizer Asia] | [Public Relations Consultant] | [Direct Marketing Consultancy] | [Event Planning Firms] | [Public Relations Specialist] | [Event Planning Coordinator | [Event Planning Firm] | [Effective Meeting Planning] | [Marketing Communications Asia] | [Event Management Asia] | [SiteMap]


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