[Eg-oversight-board] Conference budget
Chauncey Montgomery
montgoc1 at oplin.org
Tue Nov 4 12:50:45 EST 2014
Thanks Buzzy. In keeping with what Grace said about $5,000, is the
1,700 profit cutting it too close. If we pushed registration up to 250
for early bird and 300 for regular, it would get us closer to 5,000, but
then would registration numbers drop?
Just a thought.
CM
Chauncey G. Montgomery
Director/Fiscal Officer | Community Library
44 Burrer Drive | Sunbury, OH 43074
740-965-3901 | http://community.lib.oh.us
On 11/04/2014 12:37 PM, Buzzy Nielsen wrote:
> Hi everyone,
>
> In regards to your questions:
>
> 1. Thanks for catching the error in the recording calculation. I've
> corrected it in the attached document.
> 2. The hotel doesn't have a minimum amount to spend on meals, but
> they're pretty insistent on having a lunch. The food costs are
> directly calculated based on attendance, so it may be higher or
> lower. This seems like it would be a good point to bring the SFC
> into the discussion with the hotel.
> 3. I believe that the equipment rental and technology costs will be
> lower than expected, so I've adjusted those line items accordingly.
> I've also slightly adjusted the registration fees.
>
>
> New budget attached.
>
> Cheers!
> Buzzy
>
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
> On 11/03/2014 01:55 PM, Grace Dunbar wrote:
>> 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 <mailto: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
>> <mailto: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 <tel:%28508%29%20343-0128>
>> >
>> > klussier at masslnc.org <mailto: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 <tel:541-387-7062>
>> >> http://hoodriverlibrary.org
>> >>
>> >>
>> >>
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>> Ben Hyman
>> Executive Director | BC Libraries Cooperative
>> ben.hyman at bc.libraries.coop <mailto:ben.hyman at bc.libraries.coop> |
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>>
>> --
>> Grace Dunbar, Vice President
>> Equinox Software, Inc. - The Open Source Experts
>> gdunbar at esilibrary.com <mailto:gdunbar at esilibrary.com>
>> 1-877-OPEN-ILS www.esilibrary.com <http://www.esilibrary.com>
>
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