The document is a budget template for a conference that tracks estimated costs against actual spending. It includes categories for venue rental, food and beverages, transportation, hotels, communications, creative materials, speakers, activities, and miscellaneous fees. The total estimated budget was $134,650 while actual spending totaled $138,300, resulting in an overspend of $3,650 or 3% over budget. Several line items came in over or under budget.

1. Conference Budget Template
# of Units Cost Per Unit Estimate Spend Actual Actual Difference
Venue Rental Fees
Premits 1 $100 $100 $100 $0
Set Up 1 $500 $500 $1,000 $500
Room Rental 3 $5,000 $15,000 $15,000 $0
Breakout Room Rental 3 $3,000 $9,000 $9,000 $0
Cleaning 1 $1,000 $1,000 $1,500 $500
TOTAL $25,600 $26,600 $1,000
Food & Beverage Fees
Reception Party 50 $50 $2,500 $2,000 -$500
Meal #1 100 $75 $7,500 $7,500 $0
Meal #2 150 $75 $11,250 $10,000 -$1,250
Meal #3 150 $75 $11,250 $10,000 -$1,250
Nightly Event 75 $50 $3,750 $4,000 $250
TOTAL $36,250 $33,500 -$2,750
Transportation Fees
Flights 10 $500 $4,500 $5,000 $500
Taxi/Limo 20 $50 $1,000 $1,500 $500
Bus Rental 3 $500 $1,500 $1,500 $0
TOTAL $7,000 $8,000 $1,000
Hotel Fees
Staff Rooms 8 $200 $1,600 $1,600 $0

2. Speakers Rooms 2 $300 $600 $600 $0
Business Center Rental 3 $500 $1,500 $1,500 $0
Room Service Credit 10 $50 $500 $1,000 $500
TOTAL $4,200 $4,700 $500
Communication & AV Fees
AV Rental & Set Up 1 $2,500 $2,500 $2,000 -$500
Video Production 1 $2,500 $2,500 $1,500 -$1,000
Internet Rental 3 $500 $1,500 $1,000 -$500
Phone Rental 3 $200 $600 $1,000 $400
TOTAL $7,100 $5,500 -$1,600
Creative & Collateral Fees
Design Fees 1 $5,000 $5,000 $5,000 $0
Giveaways 300 $50 $15,000 $15,000 $0
Printing (Invites, Programs, Name Tags, etc.) 300 $25 $7,500 $10,000 $2,500
Signage 30 $150 $4,500 $5,000 $500
TOTAL $32,000 $35,000 $3,000
Speakers Fees
Speaker #1 1 $5,000 $5,000 $5,000 $0
Speaker #2 1 $5,000 $5,000 $5,000 $0
TOTAL $10,000 $10,000 $0
Activity Fees
Offsite #1 1 $2,500 $2,500 $3,000 $500
Offsite #2 1 $2,500 $2,500 $2,500 $0
Offsite #3 1 $2,500 $2,500 $3,500 $1,000

3. TOTAL $7,500 $9,000 $1,500
Miscellaneous Fees
Event Labor 5 $300 $1,500 $1,500 $0
Misc Cleaning Fees 1 $2,000 $2,000 $2,500 $500
Random Expenses 1 $1,500 $1,500 $2,000 $500
TOTAL $5,000 $6,000 $1,000

4. Conference Budget Template
Conference Budget Analysis (Do Not Enter Data)
Budget Categories Total Budget Actual Spend (YTD) Budget Remaining % Remaining
Venue Rental Fees $25,600 $26,600 -$1,000 -4%
Food & Beverage Fees $36,250 $33,500 $2,750 8%
Transportation Fees $7,000 $8,000 -$1,000 -14%
Hotel Fees $4,200 $4,700 -$500 -12%
Communication & AV Fees $7,100 $5,500 $1,600 23%
Creative & Collateral Fees $32,000 $35,000 -$3,000 -9%
Speakers Fees $10,000 $10,000 $0 0%
Activity Fees $7,500 $9,000 -$1,500 -20%
Miscellaneous Fees $5,000 $6,000 -$1,000 -20%
Totals $134,650 $138,300 -$3,650 -3%

5. Actual Spend vs Budget
Year to Date Spend Budget
$40,000
$36,250
$35,000
$32,000
$30,000
$25,600
$25,000
$20,000
$15,000
$10,000
$10,000
$7,000 $7,100 $7,500
$5,000
$5,000 $4,200
$0
Venue Rental Food & Transportation Hotel Fees Communication Creative & Speakers Fees Activity Fees Miscellaneous
Fees Beverage Fees Fees & AV Fees Collateral Fees Fees

6. Allocated Budget Year to Date Spend
$5,000 $6,000
Venue Rental Fees Venue Rental Fees
$7,500 $9,000
$25,600 $26,600
$10,000 Food & Beverage Fees Food & Beverage Fees
$10,000
Transportation Fees Transportation Fees
Hotel Fees Hotel Fees
Communication & AV Communication & AV
Fees Fees
$32,000 Creative & Collateral Creative & Collateral
Fees $35,000 $33,500 Fees
$36,250 Speakers Fees Speakers Fees
Activity Fees Activity Fees
$7,100
$4,200 $7,000 Miscellaneous Fees $5,500 Miscellaneous Fees
$4,700 $8,000