Advertising

▸ Well-thought-out advertising strategy produces additional revenue.

▸ It can use as to pre- and on-site materials are one of potential sources of revenue.
Sponsorships
▸ One of the largest sources of revenue especially professional conference and mega event.
▸ Packaged and aligned to sponsor needs.
▸ Enhance the organisation’s image, promote sales, increase visibility, portray as good corporate
citizens, differentiate themselves from competitors, and enhance business relations

Event Budget Expenses

1. The Venue

The venue is usually the largest expense in any event budget. Most event planners choose their venue
before they make other purchases or commit to other vendors.
Since the venue is the most impactful component of your event, its cost will likely determine what you
can spend on everything else.
2. Speakers or Entertainment
Depending on your needs, entertainment could be a big or small expense. If all you need is a DJ for the
day, you won’t invest much. But if you need a high profile keynote speaker or popular music act, you
may end up spending as much on entertainment as you spent on the venue.
3. Staffing

Your venue may include your general staffing needs, but you may need some specialized people to
handle complex tasks like registration, organization, and managing speakers and/or entertainment.
Expect to compensate good help for their labor, travel expenses, accommodations, and meals.
4. Signage and Branding

Creating a powerful event experience means bringing your brand to life. To do that, you’ll need to
include branded elements throughout your venue.
5. Technology Expenses

Most modern events use technology in some way to enhance the experience (especially video). You may
need microphones and PA systems, televisions or projectors, digital signage, or a custom event app to
create a truly engaging experience for your attendees.
6. Promotional Expenses

Planning the event includes marketing it. You’ll need to decide how much you’re willing to spend to
attract people to register and attend your event.
How you attract attendees will depend on your event and audience. If you’re planning a company picnic,
marketing might be as simple as sending a few emails to the company email list, announcing it over the
PA system, or asking managers to hand out flyers to their teams. In these cases, your expenses would be
pretty low.
7. Emergency Fund

No matter how carefully you budget every detail of your event, it’s critical to set aside some cash as an
emergency fund. Undoubtedly, you’ll have a few last minute expenses you can’t avoid.
Here are some examples of instances where you might need an emergency fund:
 A speaker cancels, so you have to find someone at the last minute (expensive).
 After setting up, you realize you don’t have enough signage to help your guests get around.
 A vendor fails to deliver a food ingredient, so you have to order something else.
If any of those instances occurred during your event, a stash of cash would literally save your event. Set
10% to 20% of your total budget aside for emergencies.
8. Food Expenses

If the venue you choose won’t cater your event, you’ll need a separate line item for food.
Fortunately, food is a special category because you have a lot of control over what you serve. There are
always ways to raise or lower the cost of this expense. If another budget item goes over, you’ll most
likely be able to make adjustments to your food budget to compensate.
9. Gifts

It’s smart to send every attendee home with something in their hand. Some events give their guests
small tokens like pens, keychains, or stickers. Other events give their attendees gift bags worth hundreds
of dollars.
10. Other Expenses

Every event is different, so we can’t predict exactly what your event needs. The previous categories
apply to every event, but here are a few less common expenses you might incur:
 Equipment rentals (tables, chairs, bars, tents, attractions, stages, lighting, audio/visual, etc.)
 Printing (invitations, schedules, programs, badges, etc.)
 Costumes, uniforms, or specialized clothing
 Security
 On-site medical services
 Cosmetic services (hair, makeup, manicures, pedicures, etc.)
 Activities (golf, spa, demonstrations, games, etc.)
 Software and apps
 Permits and licenses
  Gratuities
 Transportation (moving equipment or people around)
 Insurance
 Legal Fees
Fixed costs: costs that do not change based on the number of attendees. calculated as a total amount
Variable costs:costs that change based on the number of attendees. calculated on a per person basis

Solution to provide deeply insight of behaviours & monitor the visitors traffic in any indoor facilities •
Optimise Displays & Layout • Attendance Checking • Monitor Visitors Flows • Extraction, detection, &
image recognition
Virtual Platform ▸ Augmented Reality (AR) ▸ Virtual Reality (VR) ▸ 3D Hologram

Technology bring huge potential ▸ Attendee can join from anywhere (unlimited number of attendees ▸
No travel time required (low carbon footprint)

Event Registration System (features in this system are as following)

▸ Custom and branded event websites
▸ Dynamic, multi-track, multi-session registration
▸ Modern registration page templates
▸ Configurable restrictions and permissions
▸ Self-serve registration (Attendees can modify, cancel, and get refunds)
▸ Built-in content library for policies, brochures, maps, floor plans
▸ Automated waitlists and capacity management.

Payment Processing: Straight forward and reliable payment processing to collect event fees, automate
refunds, and get easy access to payments begin the processing credit card transactions. It supports all
credit card, multi-currency, and monthly remittances together with generate reports and statements

RESEARCH AND SURVEYS ‣ Customer Satisfaction And Feedback ‣ Event Feedback from Attendees ‣
Employee Satisfaction And Feedback

SMART VENUE TECH Personal Identification System ▸ Live Translation ▸ Multi-Access Edge Computing
(MEC) ▸ Self Service Kiosk

PERSONAL IDENTIFICATION SYSTEM TECHNOLOGY ADAPTION The working of identification system in

event management begins with preparing information input to the system together with providing
lanyard badges, wristbands to the attendees, or biometric data such as face, or fingerprints.
▸ Registration to the event, security control
▸ Attendees’ experiences through the event
▸ Traffic control
▸ Profiling by using the registration data to analyse and research
▸ Go cashless to purchase during the event