[Board] EG 2020 Conference budget & sponsorship prospectus

[Terran McCanna]

Thanks, Galen -

>>Could enable commenting mode on the budget spreadsheet?<<

Done!

>>Security is listed as a zero-dollar question mark item. I don't believe
that we've needed this in the past, but does the venue have any
recommendations or requirements?<<

That was a carryover from previous years - I think one year the hotel
required it? We will not need it this year.

>>The Board should probably discuss whether the annual report printing line
item more properly belong in the Outreach committee's annual budget.<<

This has been one of the offerings for Ally level sponsors for the past few
years. I would like to keep that sponsorship bonus if possible, regardless
of which budget the actual printing comes out of.

>>Regarding the vendor booths supplies and power line item, is the hotel
providing the exhibitor tables and power cords to us gratis?<<

The hotel is providing tables and chairs gratis. There are power outlets
throughout the room, and GPLS will be providing additional power cords if
needed.

>>We'll want at least one solid not-just-salad vegan option for each meal.
Skimming the menu options, that appears to be doable, but we should make
sure.<<

Yes, we have a vegan on the food subcommittee so we are going with her
recommendations :)

>>Also, if at all possible, it would be good if the hotel can provide
detailed ingredients lists, ideally printed as part of the buffet cards or
menus during the meals.<<

Good idea! That isn't something we had thought of but I will add it to our
checklist.



Terran McCanna, PINES Program Manager
------------------------------

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On Thu, Oct 24, 2019 at 4:42 PM Galen Charlton <gmc at equinoxinitiative.org>
wrote:

> Hi Terran,
>
> On Thu, Oct 24, 2019 at 12:50 PM Terran McCanna <
> tmccanna at georgialibraries.org> wrote:
>
>> To The Evergreen Project Board:
>>
>> I forgot to ask during the board meeting this week if the board wanted to
>> vote on the 2020 conference budget or not, but it is available for your
>> review here either way:
>>
>>
>> https://docs.google.com/spreadsheets/d/178j7UUgoQUgf0fWvRFrPeEJCn4i5qQXSBgzaqcJLTu0/edit?usp=sharing
>>
>
> The Board is obliged to review and approve it, per the financial policy
> adopted during the meeting. :)
>
> I have some initial questions and feedback:
>
> - Could enable commenting mode on the budget spreadsheet?
> - Security is listed as a zero-dollar question mark item. I don't believe
> that we've needed this in the past, but does the venue have any
> recommendations or requirements?
> - The Board should probably discuss whether the annual report printing
> line item more properly belong in the Outreach committee's annual budget.
> - Regarding the vendor booths supplies and power line item, is the hotel
> providing the exhibitor tables and power cords to us gratis?
>
> I'm also attaching the menu options (we haven't settled on the specific
>> menu options yet, but will do our best to meet a wide range of dietary
>> needs).
>>
>
> We'll want at least one solid not-just-salad vegan option for each meal.
> Skimming the menu options, that appears to be doable, but we should make
> sure. Also, if at all possible, it would be good if the hotel can provide
> detailed ingredients lists, ideally printed as part of the buffet cards or
> menus during the meals.
>
> Regards,
>
> Galen
> --
> Galen Charlton
> Implementation and Services Manager
> Equinox Open Library Initiative
> phone:  1-877-OPEN-ILS (673-6457)
> email:  gmc at equinoxInitiative.org
> web:  https://equinoxInitiative.org
> direct: +1 770-709-5581
> cell:   +1 404-984-4366
>
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