[Eg-oversight-board] 2014 Conference Budget Revision

[Kathy Lussier]

Hi all,

At today's Oversight Board meeting, the 2014 conference planning 
committee will be requesting a vote to approve a budget revision. The 
attached budget reflects a change that exceeds the 10% that requires 
Board approval.

As we've started to dive into the planning for the 2014 conference, 
we've gotten a better handle on what our projected costs might be. Below 
is an overview of changes we have made:

* Now that we have solid sponsorship categories, we have updated the 
budget with additional sponsorship funds.
* The room rental fee was decreased slightly due to a higher food & 
beverage minimum (see below)
* We added more funds for the reception. We will only be hosting one 
reception at the conference, and, in costing out food and drink tickets, 
we realized our original estimate was low. We saw a small reduction in 
the room rental fee as a result of the higher catering estimate. We also 
increased the reception sponsorship by $1,000 over last year to help 
cover these costs.
* The quote for programs, when adding graphic design services, was 
higher than budgeted.
* We added lanyards and USB's, but those costs will be covered by sponsors.
* The wireless fee, which was already quite high, only covered a 3Mbps 
connection. The 7 Mbps connection adds $2,500 to the budget.
* We hadn't budgeted funds for conference video recording. However, 
based on the feedback seen in the post-conference surveys and from the 
2013 planning team, we would like to offer this service.

Although our budget was still showing a profit with the additional 
expenses outlined above, it was a really tight budget that didn't leave 
enough room for comfort. Last year's conference registration fees were 
$200 for early registration and $250 for regular registration. In the 
budget approved at the April Board meeting, we had increased the 
registration fees by $10, but Amy and I are now asking the Board for 
approval to raise them by another $10 to ensure that we are able to 
cover all of our costs. If approved, the fees would be $220 for early 
registration and $270 for regular registration.

Feel free to let us know if you have any questions. Amy will also be on 
hand on today's Board meeting for the conference update.

Thanks!
Kathy

-- 
Kathy Lussier
Project Coordinator
Massachusetts Library Network Cooperative
(508) 343-0128
klussier at masslnc.org
Twitter: http://www.twitter.com/kmlussier

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