[Eg-oversight-board] Conference budget

[Grace Dunbar]

Hi Buzzy,
Thanks for sending this along.  Overall it looks pretty good, I can't see
anything big that you might have missed.
Like Kathy, though, I noticed that the recording fee calculation looks to
be off by about $2,500 depending on what is meant by "quantity".

I'm also curious what the food and beverage minimum is for the venue and
what the reasoning is for the Friday lunch.  Is it lack of restaurants or
trouble meeting the food/beverage minimum?  Do you mind sharing what the
food and beverage minimum is?

I am concerned that there's a thin margin in the budget.  If you get a few
less sponsorships or registrations than you expect then you will be in the
red.  I'd like to see the conference aim for a $5,000-ish profit from the
conference so that in the event of lower turnout or poor sponsorship you'd
be looking at a break-even instead of a loss.

Thanks!
Grace




On Fri, Oct 31, 2014 at 6:16 PM, Ben Hyman <ben.hyman at bc.libraries.coop>
wrote:

> A belated thanks to Buzzy for pulling the preliminary budget together.
> Looking good so far - will watch for responses to Kathy's questions.
>
> Cheers
> Ben
> On Oct 30, 2014, at 10:46 AM, Kathy Lussier <klussier at masslnc.org> wrote:
>
> > Hi all,
> >
> > Thanks you for sending the proposed budget along Buzzy! All, it would be
> great if we could have an e-mail vote on the budget soon so that the SFC
> folks can begin finishing up the contract details for the venue.
> >
> > I do have a couple of questions about the budget.
> >
> > In the interest of cutting down costs, particularly when it comes to the
> high food costs we see at these conferences, I noticed you added a lunch to
> the budget for the 2015 conference. We did have a sponsored lunch at the
> 2013 conference in Vancouver, but, otherwise, it isn't something that has
> been provided at past conferences. Amy and I considered adding one when we
> were considering a venue that wasn't close to many restaurants, but we
> luckily ended up at a venue where lunch options were numerous. Are you
> adding it to the conference because you're in a similar situation where it
> will be difficult for people to find lunch in a timely manner? If so, I
> would recommend adding it as another sponsorship opportunity to help defray
> costs.  You could look at the Vancouver conference's page to get a sense of
> how much to charge for this sponsorship opportunity -
> http://eg2013.sitka.bclibraries.ca/sponsors/index.html. It definitely
> should be higher than a breakfast sponsorship.
> >
> > Do you expect to have a food & beverage minimum in the contract with the
> venue? I ask just to see if there is a potential for those food costs to go
> down if registration ends up being lower than expected. Just to add a data
> point for the rest of the Board, the registration numbers we saw last year
> were 189 total registrations,  about 30 of which were one-day registrations
> for local library staff who couldn't attend the entire three-day
> conference. When our numbers came in lower than expected, it was difficult
> to adjust the cost side of the budget because of our food & beverage
> minimum.
> >
> > The calculation for the recording fee appears to be off. I see $500 (per
> day?, per session?) with a quantity of eight, but the total is $1,500.
> >
> > Thanks!
> > Kathy
> > Kathy Lussier
> > Project Coordinator
> > Massachusetts Library Network Cooperative
> > (508) 343-0128
> >
> > klussier at masslnc.org
> >
> > Twitter:
> > http://www.twitter.com/kmlussier
> >
> > #evergreen IRC: kmlussier
> >
> > On 10/27/2014 11:21 PM, Buzzy Nielsen wrote:
> >> Hi everyone,
> >>
> >> Attached is a draft conference budget (in Excel and OpenDocument
> formats)for your review and approval. I have tried to keep the registration
> fees down. I've also tried to underestimate revenue while overestimating
> costs to help ensure that we do not have overruns.
> >>
> >> I'm happy to answer any questions that you have.
> >>
> >> Cheers!
> >> Buzzy Nielsen
> >>
> >> ************************************
> >> Library Director
> >> Hood River County Library District
> >> 502 State Street
> >> Hood River, Oregon 97031
> >> 541-387-7062
> >> http://hoodriverlibrary.org
> >>
> >>
> >>
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> Ben Hyman
> Executive Director | BC Libraries Cooperative
> ben.hyman at bc.libraries.coop | 1.855.383.5761 ext 1001 | cell: 250.889.2738
> bc.libraries.coop | Twitter: @BCLibrariesCoop
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-- 
Grace Dunbar, Vice President
Equinox Software, Inc.  -  The Open Source Experts
gdunbar at esilibrary.com
1-877-OPEN-ILS    www.esilibrary.com
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