September 2006
Bill reconciliation
The most common billing issues to be aware of and tips for reviewing your invoices

By Linda C. Chandler

Plan ahead to avoid billing disputes
• Limit the number of individuals authorized to purchase or make changes to the master account.
• Ask for a pro forma invoice. Double-check all written orders beforehand.
• Be sure your partners (such as A/V and general contractors) protect your interests and contact you for authorization of any cost variations on site, everything from signage to local labor for tasks that will add charges, especially if it means overtime rates.
• Sign and keep copies of all orders for changes or additions made on site and meet with providers daily on site to confer about status and unexpected changes.
• Be specific about on site F&B. Don’t tell catering you need “more coffee,” for example. Specify how much you want delivered.
• Know your budget, and control it on site. Carry your spreadsheets and room orders (with setups, A/V and F&B requirements) in a notebook and check costs daily.
• Report errors in A/V or F&B orders immediately when noticed so they don’t make it to the billing stage. Document these for yourself so you remember to check the final bill.

Reconciling bills
Request billings as soon as possible after the event and don’t delay comparing orders to billings.
Question any “miscellaneous” line item.
Do the math. Double-check the extensions and sums and, if your organization is tax-exempt, be sure you’re not charged tax.
Prepare documentation and contest any discrepancies. If a friendly phone call doesn’t do the trick, put it in writing.
Pay what can be substantiated and wait for resolution of any disputed charges.

Common billing discrepancies
A/V
• Labor for installing overhead lighting, hook-ups into facility systems, etc.
• Substitutions or incorrect numbers of equipment such as microphones.
• Speakers’ unauthorized changes or additions to orders.
• Charges for room change-overs

F&B
• Yes, inventorying soda cans and/or liquor and wine bottles can make a difference.
• Check taxes and gratuities. And some cities even have taxes on gratuities.
• Be sure head counts are accurate for catering guarantees and overruns.

Security
• It pays to drop in on the floor after hours to ensure you’re getting the security you’re paying for.

Hotel
• Attrition charges.
• Unauthorized room drops.
• Movie, room service or mini-bar charges.
• Service charges in addition to gratuities.
• Charges for room turns or F&B minimums.

Convention Centers
• Labor — overtime charges and unauthorized work.
• HVAC — know in advance when and if you must pay extra.
• Clean up and waste disposal rate, whether it’s by square footage or by the hour.
• Charges for room turns, whether for setup or A/V

Rule of thumb
Request invoices to arrive within two to four weeks following the show. It’s best to address issues as soon as possible after an event.

Meet the Experts
Andrea Carrick, California Podiatric Medical Association, (916) 448-0248, www.podiatrists.com • Lisa Feldman, Reed Exhibitions, (203) 840-4800, www.reedexpo.com • Janet Gunn, National Association of Realtors, (312) 329-8324, www.realtors.org

More on expoweb.com
Find these related archived EXPO articles:
On-Site Cost Controls, September 1996
Tips for Working with a Hotel to Ensure Proper Billing, September 2002