Built from staffing and budgeting real conferences ranging from 200 to 10,000+ attendees.

WHAT THIS CALCULATOR HELPS YOU DO

With the Budget & Staffing Calculator, you can:

• Estimate realistic photography and videography needs based on:

  • Attendee count

  • Number of days

  • Concurrent sessions

  • Deliverable expectations

• Understand how team size scales with:

  • Multi-room agendas

  • Exhibit halls and sponsor activations

  • Turnaround requirements

• Plan budgets that hold up in:

  • Internal approvals

  • RFPs

  • Vendor conversations

• Avoid under-scoping coverage that leads to missed moments or overworked teams

This tool is designed to support planning conversations, not replace them.

HOW IT’S USED

Teams use this calculator to:

• Prepare internally before contacting vendors

• Sanity-check quotes and proposals

• Align expectations across marketing, events, and leadership

• Reduce friction during approval and procurement

It’s especially useful when multiple stakeholders are involved.

WHO THIS IS FOR

Designed for:

• Conference planners and producers

• Marketing and communications teams

• Associations and nonprofits

• Agencies managing conference budgets

• Teams responsible for sponsor deliverables

Not intended for:

• Small private events

• Single-speaker meetings

• Informal or low-stakes gatherings

HOW THIS FITS WITH THE PLAYBOOK

The Calculator works best when paired with the Conference Media Playbook.

• The Playbook helps define what you need and why

• The Calculator helps determine how much and how many

Used together, they create a complete planning foundation.

Plan conference media budgets with clarity — before committing.

👉 Use the Budget & Staffing Calculator

(Built for planners. No sales pitch.)