Verify live quotes before voting
What to include
Estimate venue and rentals, all household lodging, airfare or mileage, local transportation, meals, supplies, activities, parking, and contingency. Keep optional tourism separate when not every household will participate.
Use the same assumptions
A comparison becomes misleading when one city includes three hotel nights and another includes two, or when only one includes family airfare. Survey household origins and likely room needs first, then document the source and date of every quote.
Cost is not the only decision
Accessibility, cancellation terms, weather backup, family history, travel time, and organizer support can justify a somewhat higher cost. Use the destination hubs to review those factors.
Frequently asked questions
Should travel costs be included?
Yes. The cheapest venue may produce the highest total cost when most households must fly or rent cars.
How much contingency should we add?
Five to fifteen percent is a useful scenario range, but use actual contract risks and committee policy.
Is the lowest estimate automatically best?
No. Treat the calculation as one decision input and verify accessibility, schedule, weather, contracts, and family preference.