[Board] EG 2020 Conference budget & sponsorship prospectus

[Terran McCanna]

This was a condition of them helping us with the event. They are handling
the conference registration site and process for us at no charge, plus they
will be onsite manning the registration table so they can take on-site
registrations and payments, and will be the contact point for the catering
and all other hotel related issues that may come up. The only things we
will need to pay are the 1.5% credit card transaction fee and their travel
expenses from Athens to Atlanta.



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

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(404) 235-7138 | tmccanna at georgialibraries.org

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On Thu, Oct 24, 2019 at 4:55 PM Galen Charlton <gmc at equinoxinitiative.org>
wrote:

> Hi,
>
> Also, regarding the line item for travel expenses for two BOR employees,
> could you go into a little more detail? Such expenses have not commonly
> been in past conference budgets.
>
> Regards,
>
> Galen
>
> 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
>>
>
>
> --
> 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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