Other issues, including registration, lodging and transportation costs, location within the region, and local attractions may have a bearing on attendance. Basing break-even costs on a conservative attendance estimate will help ensure that your event operates in the black. Have a contingency plan that is reflected in your budget. When Nebraska hosted the 1997 North Central Forum, three budgets were developed, based upon different registration numbers. Understand what the threshold is for Forum registration fees.
Volunteers understand inflation.
Establish up-front who will be responsible for resource development and financial contributions. If the Foundation is involved, coordinating fund raising activities will be important. For example, a printer is more likely to be willing to donate printing the registration booklet, dinner menus, programs, or evaluations, than cash. In the budget, however, in-kind donations are as important as cash. Budget and spend money where it makes a difference.