1,November 2023

Project Accounting Best Practices for Large Events and Conferences


Managing the finances for large-scale events like conferences, trade shows, and corporate meetings requires diligent project accounting practices. Here are some best practices for finance teams to maintain profitability:


 Detailed Budget Tracking


Create individual project codes for every event to track costs at a granular level. Break down budgets by area – venue, food and beverage, entertainment, speaker fees etc. Use actual numbers to update budgets continually throughout the project lifecycle.


 Expense Monitoring


Set approval workflows and spending limits for expenses. Integrate credit card and payment systems with your accounting software to automatically monitor investment. Require pre-approvals for big purchases or adjustments.


 Regular Client Invoicing


Don’t wait until an event concludes to invoice clients. Bill them periodically throughout the planning process based on project milestones and payment schedules. This improves cash flow for upfront vendor payments.


 Revenue Forecasting


Develop revenue models factoring in projected ticket sales, sponsorships and exhibitor booths. Estimate conservatively to account for uncertainties. Monitor sales activity and adjust forecasts regularly.


 Post-Event Reconciliation


Compare final actual numbers to budgets and identify variances. Determine what went over/under budget and analyze the profitability. Capture lessons learned to improve future event accounting.


 Utilize Analytics


Use data and KPIs to gain insights -ROI per event, client profitability, cost drivers etc. Analyze trends to determine pricing models and understand performance.


With rigorous project accounting principles, finance teams can effectively monitor event budgets, minimize risk, ensure profitability and demonstrate value. The key is proactive tracking and adjustment throughout the project lifecycle.