Funding

• Do you need money to run your event or can it be run by volunteers, using available space and donated resources?

• Do you have funds available? If not, do you need a donor or sponsor?

Brainstorming for funding:

Who supports your aims? Who do you have a personal connection to that's well-off? Who might benefit from the achievements of the event? What businesses or services or publications cater for your audience and would benefit from publicity? Does it serve any government or local authority aims, so that they might fund the event?

Budgeting:

• Estimate costs for each component of your event: speakers fees and travel expenses, venue, publicity, catering, stationery or office costs, and any other special needs or activity that you need to provide for.

• If you are unsure of realistic costs, ask someone who's run a similar event; do a web search; or phone a few companies or venues for estimates. Travel costs for speakers can be estimated by checking an online booking service like thetrainline.com. Speakers' costs vary widely - from free to thousands of pounds. The average speaker in a university context could run from £100 to £250, though they might do it for less or nothing if you are a good cause or a registered charity.

Set out the likely costs under each heading. Add a bit more for contingency.

BUDGET ITEMS TO CONSIDER

Printing

• Invites / publicity / tickets
• Menus
• Place cards
• Programme

Mailing Costs

• Gifts for donors, participants, guests, support

Decorations

• Flower arrangements and corsages
• Table decorations
• Plants, etc. for decorating room, stage, etc.
• Other (describe)

Catering and facility charges

• Luncheons
• Dinners
• Receptions
• Tea/coffee breaks
• Facility charges.
• Other (describe)

Physical plant costs

• Cleaning building
• Care of grounds
• Setting up lectern, chairs, lights, tables, etc.
• Sound systems (rental, purchase, etc.)
• Rentals (equipment, chairs, awnings, tents, canopies, etc.)
• Other (describe)

Guest/participant expenses

• Hotel costs
• Meals and other personal expenses
• Transportation
• Honoraria
• Other expenses (describe)

Miscellaneous expense

• Parking charges
• Security
• Other goods or services (describe)
• Host, hostess badges for guides
• Photo coverage
• Taping (video or audio for archives
• Musicians

Tracking your spending
Set up a chart or a simple spreadsheet to track your expenditure. A simple one can be downloaded from the links on the right.

Good financial controls
It is a good idea to follow the basic principles of good financial control even if your organisation is informal, or your only dealing with small amounts of money. It prevents unintended accidents; unfounded suspicions cast on those managing the money, or actual misappropriation of the funds which sadly does happen.

• Keep records of everything. Especially get and keep a receipt for everything.
• Don't just record the amount going out, record the recipient and the purpose.
• Make sure the person managing the money is aware that they will be held to account
• Have a separate person whose job it is to come and check that the funds and the records agree
• If someone is paying themselves or reimburse themselves, have a separate person to check
• Know where money comes from - don't accept funds from questionable sources. There may be a very unwelcome expectation attached to it. Even if not, it could lead to suspicions being case on you by others.
• Know where the money goes to and what for. There is increasing scrutiny of charities nowadays, and suspicions cast on Islamic charities, especially those in aid of Palestinians because of allegations of funding of terrorism. Don't let yourselves be open to suspicion.
• For any event involving cash on the day: who is going to manage it? Is there a secure way of storing it? How will you transport it after the event? Should the person carrying it travel with a companion for safety?