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Budgeting A Sci-Fi Convention
There are a lot of costs associated with running a convention and setting a budget is one of the first things you should do when planning your show. I suggest you learn to use a program such as Quickbooks or Excel in order to track and analyze your expenses and set your budget. This is something that gets a little easier after the first show, but is never easy. Make sure you have enough money going into the show to run it...typically $5,000 to $20,000 upfront for a small to medium show.
Here are some things you need to remember to include in your budget - I’ve included a few sample costs...remember these will vary and you need to find exact costs as much as possible. I always try to estimate on the high side - add 20% to any cost estimates you get just for unforeseen things. My samples are based on prices in Orlando Florida at the time of this writing, July 2001. Your area may be higher or lower.
- Venue
This will be one of your biggest expenses and your choice of venue (the location of the show) can make or break it. Take the time to check out every possible location and visit it in person if at all possible before signing the contract. Make sure you have a lawyer look over the contract before you sign it...otherwise you may be in for some nasty surprises after the show. Expo centers or small convention/meeting centers are typically cheaper than hotels and you may be able to rent one large ballroom at such a center for under $1,000-$5,000 for the weekend. Hotels will usually start at $20,000 and go up and have a lot of factors to consider including setting a block of sleeping rooms (you will be able to get your meeting space free or cheaper if you fill this block, but don’t count on filling 500 sleeping rooms your first show). Also see Things to consider when choosing a venue. Generally, you can expect to budget $5,000 for an expo center/meeting hall, $20,000 - $75,000 for a hotel.
- Guest Speakers
Do you want to have guest speakers? If so, what type and who? You will typically have to cover travel expenses and lodging at a minimum for any guest speaker (figure at least $500 for airfare and whatever your hotel rooms cost). Actors and some other celebrities also usually charge an appearance fee (typically $500-$25,000 depending on the celebrity). While it might be wonderful to have the main cast of Star Trek, be realistic and realize this probably will not be possible for your first show. Look into people who may live within 200 miles of your venue - authors and artists live all over the country and you might have a bestselling one not too far away. You might also have some up-and-comers looking for some publicity that will pay their own way or charge you a bare minimum for the exposure. You might want to bring in 1-3 big-name out of town guest everyone will want to see and fill in the programming schedule with locals. See our section on celebrity guests and contact us with who you are interested in...we may be able to help. Figure on average appearance fees and expenses at $1,000 for a minor guest, $5,000 for a fairly well known guest, and $10,000 or more for a major name.
- Advertising & Marketing
How far do you want to advertise your show? You should always try to pull people from as far away as possible. There are a number of ways to advertise, some higher priced than others...I firmly believe every convention should have a web site and put as much information on your site as possible, keep it up-to-date, and keep it running after the show as well (you can put info on your next show, a scrapbook of what happened at the first one, etc.). Television commercials are also an excellent value for the money and other things to think about are trading ads in other convention program books, sending flyers to other conventions, having a promotional table or party at other conventions, etc. For help with advertising and marketing, see here. Figure a minimum of $2,000 to $8,000.
- Printing
Are you doing a program book? How are you printing flyers? Get price quotes or work with a print broker if you don’t know how to do this. Also don’t forget the little things - registration forms, costume or other contest registration forms, signs, membership badges or buttons, etc. And don’t forget about the design stage - unless you or someone on your staff is skilled in graphic design, I strongly suggest getting help. You don’t want to confuse possible attendees and want to present your best face - especially for material you send to possible guests, sponsors, etc. You can figure a minimum of $2,000 - $5,000.
- Decorations, Food & Membership Materials
If you are having a party, hospitality suite, or theme for your convention, budget for supplies, signs, decorations, party favors, membership bags, badges, food, etc. Check out party supply houses for what might be available to give your show a special flair or identity people will remember. Food can be expensive and make sure your hotel will allow you to bring in outside food - their catering department will be far more expensive, but some hotels do not allow any food to be brought on site. A good minimum is $2,500.
- Equipment
Do you need to rent microphones, big screen TVs or VCRs, slide projectors, podiums, projectors, etc.? If so, investigate costs before you tell a guest it will be available for them. Outside sources are often cheaper than using your venue’s A/V department. Also check sources such as schools that may have equipment for loan or rent low cost. A good estimate is $2,500.
- Office Supplies & Postage
Another thing often overlooked - you are going to need tape, pens, pencils, paper, staplers and staples, paper clips and many little things that don’t seem like much but quickly add up. And don’t forget postage - costs are going up all the time so anything you have to mail (artist registration forms, membership materials, letters to guests & sponsors, etc.) eats into your budget. Also remember to include shipping of things (UPS, etc.). A mimimum estimate is $2,500 to $5,000.
- Staff
Hopefully you have enough volunteers that you won’t have to pay for staff, but if you don’t, budget for something like temp staffing. Most towns have convention staffers on call. You may also be required to pay for a security guard or two depending on your contract with the venue. Figure $2,500 to $10,000 if you need them.
- Legal Aid
Make sure you have someone look over the contract before you sign it. A legal advisor to write up appearance agreements and other contracts is a must. You might want to talk to local attorneys and see if any are sci-fi fans themselves...they may be willing to work out a Pro Bono deal with you for limited legal advice & assistance. Can range $500 to $2,500 depending on how much help you need.
Other Articles in this Section:
Things To Consider Before Running Your First Show - Choosing a Location
More to Come
By Lori Anne Brown, Former Chairperson of TachyCon & President of TachyCon International, Inc., one of Florida’s most successful conventions from 1988 through 1999. Lori is now owner and webmaster of www.Scificonventions.com and www.Scifispace.com and is serving as a consultant for several conventions as well as representing celebrities for personal appearances.
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