13 - The budget: a jungle with pitfalls

Summary

Initial consultations

When preparing the budget of a meeting, it helps to consult with those who have organized a similar event before. Ask them for a general, rough breakdown of their budget, and suggestions they may have for you. But don't insist on seeing their files; that may be the end of their cooperation. The organizers of a scientific meeting, like anyone carrying major responsibilities, may have to make pragmatic decisions. Just think how you, as a department chairman, would react if a visitor asked you to show him the files with individual salaries and budget allocations, or how you would feel if he were to ask you to mail him copies. The issue here is not irregularities or unfairness; the issue is that tough decisions, based on complex circumstances, can easily by misinterpreted or misrepresented.

Instant savings

One of the first steps in your budget preparation should be an estimate of the savings. As good old Benjamin Franklin noted: ‘A penny saved is a penny earned.’ The sad fact is, however, that many organizers inflate the meeting costs by neglecting opportunities to save money, and then are unhappy when people do not come because they can't afford it. How does one save money right from the start? First of all, one does not spend money on unnecessary frills such as memorabilia, expensive posters or announcements on multi-colored paper. Just think how many hours of typist's time you could pay for with the funds allocated for this self-glorification! If a photographer requests permission to take pictures, allow it with the proviso that he bears the financial risk. Do not commit any funds, unless you are ordering official group photographs.