Create an auditable cost view
Group costs by venue, food, lodging, transport, vendors, tax, service fees, and contingency. For each line, record the source, quote date, payment due date, approval status, and who is liable if attendance changes.
- Separate fixed group costs from per-person charges.
- Mark refundability and cancellation exposure.
- Do not present an estimate as an approved price.
Reconcile as the plan changes
Update the ledger when headcount or vendor scope shifts. Have the appropriate financial officer review changes before new commitments. After the event, compare the final invoices to approved terms and preserve the record for the next committee.