Host Budget for CCSCNE Conferences
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(If you can add/reorganize this list, please send a copy to
amruth@ramapo.edu)

Preliminary Call for Papers, mailed in August
Copying:           2 pages * 2200 copies 
Postage:           2200 letters

Preliminary Program, mailed in February
Copying:           6 pages * 2200 copies
Postage:           2200 addresses * (extra postage needed)

Attendee Packet prepared in April
Copying:           15 pages * (250 + 50) copies
Badge Holders:     250
Ribbons:           250
Easels, Poster Boards(?)
College Memento:   (Folder, writing pad, pen) 250

Student Aides:
Conference preparation                       40 hours
To prepare Attendee Packet:                  15 hours
Assistance on Friday morning (workshops):     5 hours
On call during conference: 2 aides * 17 hrs: 34 hours
Post-conference follow-up:                    6 hours

Professional Services (5PM Friday through 3PM Saturday):
House-keeping (setup for Friday banquet & Saturday Luncheon)
Media Services
Security
Building Manager (to keep building open, address bldg emergencies?)
Insurance
(Rooms are assumed to be provided free by host institution)

Hosting planning meetings:
Lunch for 15 people twice (sept, jan)

Explanations:
=============
15 pages in Attendee Packet:
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* Final conference program - 6 pages
* Map of campus, floor map of conference rooms, and a map
indicating the driving directions from conference hotel to campus
and back - 3 pages
* Call For Papers for next year's CCSCNE - 2 pages
* Conference evaluation form, and student poster evaluation form - 2
pages
* A solicitation of interest from attendees for organizing future
conference events - 1 page
* A checklist of items included in the packet - for the attendees to
sign upon taking delivery of the packet - 1 page

Student Aide Help:
------------------
Preparing for the conference:
Preparing web pages,
Labeling Call For Papers and Preliminary Program for mailing, 
Picking up packages from the print shop and mail room, 
Delivering and safe-keep of vendor boxes,
Printing conference materials, 
Communication with potential attendees and other chores as the need arises 

Before the conference, Friday Morning: 
Putting up signs from the parking lot, 
           signs for the keynote speech, social hour, banquet and lunch
           signs for each paper session (changed every 90 minutes), 
           signs for student posters/vending;
Helping at the registration desk, 
Directing attendees to pre-conference workshops and liaising with the vendors

On call during the conference: 
Guiding attendees, 
Liaising with Media Services if and when audio-visual problems arise, 
Minding presentation rooms, and 
Running errands 

Post-conference Followup:
Collecting and tabulating evaluation forms
Returning vendor boxes, proceedings boxes
Take down of signs,
Return of AV Media, other borrowed equipment