A free tool like Fourwaves enable you to manage:įourwaves can streamline your conference management You can also streamline your event management and save a lot of time. Ideally, using a software that helps you manage everything in one place is best, this way you don't pay extra for 3-4 different tools. The costs associated with this software can be far more significant than those needed to manage submissions, peer-review, and registration processes of an in-person conference. The functions of this software go beyond just registration, to also manage live streaming and breakout ‘rooms’ for instance for networking or virtual poster sessions. While conference organizers don’t have to worry about venue costs, you will need to consider the costs associated with event planning software that will be needed to execute the conference.
The budget for a virtual conference will prioritize software-related expenses. It also includes audio/visual equipment, food and beverages, swag or conference giveaways, tables, chairs, linens, cleaning staff, serving staff, and more.
These include the venue rental and setting it up. The main costs to consider when setting the budget for an in-person conference will be related to the venue. Small virtual conferences will be around $2.500-$10.000 and larger ones $20.000-$50.000+ for a multi-day event managed by a virtual event production company. For in-person conferences, the cost will typically be around $15.000-$50.000 for smaller events and $100.000-$500.000 for larger ones. There are many factors that will influence the budget needed for a conference. How much should you budget for a conference?