Separate cost owners
Make columns for chapter-funded items, optional guest expenses, and costs collected from participants. Include taxes, service charges, transportation, accessibility needs, contingency, and cancellation exposure. A low base quote can become a poor fit once these are included.
- Record each quote’s scope and expiration.
- Mark deposits and payment deadlines separately from total cost.
- Show participants any costs they will pay directly.
Reconcile after decisions change
Headcount, rooming, and transport needs move. Recalculate when a key assumption changes, and keep the prior version so the committee can explain why the total shifted. The chapter treasurer or authorized reviewer should approve commitments under its own policies.