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Budget planning

Monday, 27. February 2017 | by: Alesja Alewelt | Exhibition Planning

It’s a mistake to suggest that the budget for your participation at a trade fair or event can be set once and for all. When budgeting, it’s much more important to consider the investment in your business’s future, which means that the costs should not solely be attributed to your attendance at the event. Any additional expenditure can be put into perspective by considering the contacts that you pick up and the business that they generate. What matters is ensuring that all costs relating to your attendance at the event can be dealt with in advance. The following summary should be used around six months before the start of the trade fair or exhibition, when the first major financial planning phase begins.

Booth costs

  • Booth rental
  • Additional costs for a corner unit
  • Registration costs
  • Media packages
  • AUMA fees (German Event Marketing Association)

Booth construction

Exhibit costs

  • Costs for samples and exhibits
  • Custom build costs

Additional booth costs

  • Electricity connection
  • Water connection and use
  • Internet (Wi-Fi and LAN)
  • Compressed air
  • Suspension points
  • Booth cleaning
  • Trash collection
  • Storage for empty packaging

Transportation

Insurance

Staff

Marketing, advertising & PR

  • Mailshots
  • Invitations
  • Entry tickets
  • Display ads and listings
  • Advertising and marketing material
  • Press packs
  • Postage costs
  • Freebies
  • Booth party costs (including catering, music, performers, copyrights)

Hospitality

  • Drinks
  • Pastries and finger food
  • Lunches
  • Place settings

Miscellaneous

  • First aid kits, maps, etc.
  • Stationery and office hardware
  • Photographer
  • Videography

This listing allows you to enter all your costs and to add them up later. Naturally, it’s possible to adapt the overview to meet your own needs, allowing you to add additional costs that are not listed here. Moreover, other costs might not apply in your circumstances. When setting the budget for your participation at an event, it’s generally better to set it on the high side, as there are numerous investments to be made right at the start of your attendance at events. Event furniture or technical facilities might need to be procured on the first occasion, but they can be used for further events, reducing the costs and the planned budget over time. Accordingly, you should plan for the long term. Regardless, it’s important to plan for unforeseen costs as well. Don’t forget the costs of reporting on the event, both internally and for the public to generate publicity after the fact. Always leave some room for maneuverability in your calculations!

provided by FAIRworldwide GmbH

Budget planning Calculations Costs Exhibition planning Financial planning Organisation Projectmanagement
Bildschirmfoto 2019 04 16 um 12.31.03

About Alesja Alewelt

Alesja Alewelt, M.A., has been an event manager for over 15 years. In 2008, she founded the Bremen based event management agency, FAIRworldwide, successfully specializing in stands that are shared between multiple exhibitors. Her previous, extensive experience includes working as an event organizer in Munich, Germany, and Melbourne, Australia. Alesja Alewelt is currently involved in creating new concepts to optimize business processes for the sector, with a focus on the use of new technologies.

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