Conference Budget CCSCNE 2000 Notes Number Per Item Income 1. Registrations-Full-M 150 $95 $ 14,250 Registrations-Nonmem - Registrations-Late - Registrations-Studen 40 $30 1,200 Extra Meals 5 $30 150 Vendor's Registratio 12 $150 1,800 2. Vendor's Contributio 1 $400 400 Vendor Paper Sponsor 1 $400 400 Host College Contrib 1 $1,000 1,000 - Total $ 19,200 Expenses 3. Proceedings 200 $5 $ 1,000 Conference hosting expenses++++ 4,784 Speakers Expenses 2 $425 850 4. Consortium Membershi 150 $35 5,250 Meals - Breaks* 3 $400 1,200 Banquet 195 $30 5,850 Luncheon 190 $15 2,850 5. Other meals** 1 $1,000 1,000 - 6. Other Expenses - Domain Name Registra 1 $35 35 Domain Server Fee 12 $20 240 Student Registration 7 $30 210 Best Paper Awards*** 1 $300 300 Best Posters Awards 2 $50 100 Student Volunteer Aw 5 $30 150 5th Anniversary gift 190 $15 2,850 Band/entertainment 1 $300 300 Total $ 26,669 Remove all rows below this and the first column. Notes: General principles State all items in $5 increments. Assume a worse case for registrations and other income Provide the necessary expenses to provide a conference for that number of persons. Make sure that the total income is at least as large as the total expenses; thus we will make a profit whenever you have a conference that is not worse case 1. For Fall conferences only; Spring conferences have only early and late registration fees. Traditionally non-member fees are $40 more that member fees and late registrations are $10 more than early registration. At present, all late registration fees at Fall conferences are at the non-member rate. 2. List here all other income sources particular to your conference. In general, do not include the sale of extra proceedings unless you consistently sell more that the number stated. 3. The total number of proceedings should equal the sum of the proceedings paid for by the registrations and the number of other proceedings traditionally used (such as proceedings given to major speakers.) 4. The total number of memberships forwarded to Consortium equals the number of non-member and late registrants. 5. List other meals provided -- presenter's luncheon, student events, etc. Also provide for the number of meals paid for by the registrants and for extra meals. Remember that we are looking at the worse case, which would be that all the persons who have paid for meals show up to eat them. Be sure to include banquet speakers and students when they are invited. 6. List any expenses specific to your conference -- student events, awards, etc. Notes: * Vendor's Registration is earmarked for covering the breaks ** Special Vendor's Contribution earmarked for the Social Hour ***Vendor's Support for the Best Paper Award: $150, $100, $50, plus Best Poster Awards 2 * $50 ***Host College Contribution typically covers printing, postage, etc., as well as Steering Comm. meals Any amount over $1000 will be covered by the conference, if necessary Breakdown of projected Conference hosting expenses: CFP1(March) copying 2pp 400 $0.05 $20.00 CFP2 (September) copying (2 pp) 4600 $0.05 $230.00 postage 2300 $0.33 $759.00 labels $50.00 Preliminary Program (February) copying (6 2300 13800 $0.05 $690.00 postage 2300 $0.60 $1,380.00 labels $50.00 Attendee Packet copying(15p 300 4500 $0.05 $225.00 Student Aides: hours rate Conference preparati 40 $7.00 $280.00 Prepare Attendee Pac 15 $7.00 $105.00 Assist Friday Mornin 5 $7.00 $35.00 On call uring the co 34 $7.00 $238.00 (2 aides, 17 hrs each) Post Conference foll 6 $7.00 $42.00 Professional Services: Housekeeping Media Services Security Building Manager Insurance Rooms (are assumed to be provided free by the host institution) Total: (assume) $300.00+ ++ Steering Committee Expenses: Hotel support $50 2 $100 Meals $200 2 $400 Total: $500 $500 Total conference hosting expenses: $4,784.00