Establish well ahead of the Conference all billing information:  who will receive the invoices, who will review them and who will make sure they are paid.

Set up a master account with the venue.  Ensure the venue has a list of those who are authorized to sign charges to the master account

Keep a copy of all signed orders and documentation from the venue and vendors.

Reconcile the final venue bill when it arrives and review it carefully to make sure it correctly reflects:

• All previously-reviewed and contracted charges
• Only the event and group you are responsible for
• Appropriate head counts and group guarantees
• Lodging charges
• Food and beverage
• Audiovisual
• Shipping or storage fees
• Business Center charges
• Meeting room rental
• Inadvertent charges made by attendees
• Complimentary rooms 
• All previously negotiated discounts (e.g. A/V, food and beverage)
• State and local taxes
• Deposits
• Service charges / gratuities
• Parking

Use the guidelines above to settle all vendor bills as well

Follow up on any inconsistencies in the billing

Request final and revised bills

Request commission payment from venue as soon as bill is paid

Keep records of all payments made 

Enter final figures into a Budget vs Actual spreadsheet to determine whether you achieved your budgeted goals