Uppsala Convention Bureau

Budget assistance

Budget work is a very important part in planning your arrangement. Before the final decision on an actual implementation, there should be a realistic budget that is sustainable and that doesn’t put you as organiser in difficulties.

Do you think budgeting and financial follow-up is difficult or tricky? Then you can get help from a congress office, or PCO (Professional Congress Organiser). They can help you set a sustainable budget and achieve the desired financial result. They take care of participant management, invoicing and managing sponsors and exhibitor revenue. We can help you contact a PCO.

These questions can be a good start:

– What price level will you maintain?
– How will the level compare with your competitors’?
– What are the participants, exhibitors and any sponsors willing to pay?

  • What does your pricing strategy look like for participants?
  • What does your pricing strategy look like for any exhibitors?
  • Have you defined your sponsorship offering and set proposed pricing for the business exchange you are offering to any sponsors?

– Do you have realistic estimations for the number of participants, tickets sold, exhibitors, sponsors, any own sales on-site? What does your own risk capital look like?

  • Minimum number of participants, to reach a breakeven point?
  • Max number of participants? What is it that will limit the number?

– Are you fully aware of your costs?

  • Fixed costs (regardless of number of participants):
  • Flexible costs (dependent on number of participants):

Document for download