How to Manage Budgets for In-Person Meetings | TROOP

Budgets might not be the flashiest part of planning an in-person meeting, but they’re the foundation that holds everything together. For Executive Assistants (EAs) and meeting planners, budgeting isn’t about completing an expense report. It’s about visibility, adaptability, and demonstrating your strategic value.

At TROOP, we use a three-stage budgeting method: Estimate → Working → Actual. This method for managing meeting budgets gives you control at every stage of planning, so you can plan smarter, communicate earlier, and build credibility.

How to manage budgets for in-person meetings

Here’s how each stage works, why it matters, and how combining all three makes in-person meeting budgets more predictable and more strategic.

1. Create an Estimated budget

An Estimated budget is exactly what it sounds like — an initial forecast of the meeting’s full costs. It’s the version you’ll use to secure approval and set expectations with your executive and Finance team. 

What to include in your Estimate:

• Travel: Get a headcount, then research flights or different modes of transportation based on each attendee's travel origin.
• Accommodation and meeting space: Once a meeting location is selected, compare hotel options and room block assumptions. Then find a meeting space, ideally one that’s in the same hotel or within walking distance of it.
• Meals: Factor in restaurant options, along with meals or snacks offered during the meeting. This could look something like $20/person/meal + $X for each team dinner. If meals are covered in a venue or catering package, make that clear and include it as a single line item in your budget. 
• Activities and extras: Depending on the meeting type, you might need to configure team-building activities, entertainment, or printed materials.

A strong Estimate shows that you considered all angles, including major (and minor) costs, and helps avoid back-and-forth with Finance by setting realistic expectations early.

Pro tip: Add a cushion to your Estimate for variable costs such as fluctuating flight pricing. It’s best to have a contingency plan for each meeting in case the budget goes over.