[Eg-oversight-board] Conference budget
Kathy Lussier
klussier at masslnc.org
Tue Nov 4 16:40:34 EST 2014
Thanks Buzzy! The profit margin on this budget is looking a little better.
> 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.
Yes, I agree that it might be good to have the SFC work on that
requirement. All - Buzzy and I have a conference call scheduled Thursday
with Tony Sebro from the SFC, so maybe we can bring that up as an issue
he can work on. I don't know if you were planning to hold the reception
at the venue, but, if so, maybe it is something that can be offered in
exchange for holding a lunch there.
In the meantime, rather than raising registration fees, I would prefer
to see a sponsorship opportunity to help defray the costs of lunch. If
it looks like we still need to increase the cost of registrations, do
you think we could increase the cost of other sponsorship opportunities?
Also, do you have details on what is included with the Internet
services? I'm assuming it's for the wireless, and I know that line was
even higher for the Cambridge conference, but I'm curious as to what
kind of bandwidth we're getting with that price.
Thanks again!
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 11/4/2014 4:23 PM, Buzzy Nielsen wrote:
> I'm sorry, I sent two different versions of the budget in my last
> message. These are correct.
>
> Cheers!
> Buzzy
>
> ************************************
> Library Director
> Hood River County Library District
> 502 State Street
> Hood River, Oregon 97031
> 541-387-7062
> http://hoodriverlibrary.org
>
> On 11/04/2014 09:37 AM, 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
>>> >>
>>> >>
>>> >>
>>> >> _______________________________________________
>>> >> eg-oversight-board mailing list
>>> >>
>>> >> eg-oversight-board at list.evergreen-ils.org
>>> <mailto:eg-oversight-board at list.evergreen-ils.org>
>>> >>
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>> >
>>> > _______________________________________________
>>> > eg-oversight-board mailing list
>>> > eg-oversight-board at list.evergreen-ils.org
>>> <mailto:eg-oversight-board at list.evergreen-ils.org>
>>> >
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>>
>>> Ben Hyman
>>> Executive Director | BC Libraries Cooperative
>>> ben.hyman at bc.libraries.coop <mailto:ben.hyman at bc.libraries.coop>
>>> | 1.855.383.5761 ext 1001 <tel:1.855.383.5761%20ext%201001> |
>>> cell: 250.889.2738 <tel:250.889.2738>
>>> bc.libraries.coop <http://bc.libraries.coop> | Twitter:
>>> @BCLibrariesCoop
>>>
>>> You have received this e-mail message from the BC Libraries
>>> Cooperative. This message is intended only for the use of the
>>> individual or entity to which it is addressed, and may contain
>>> information that is privileged, confidential and exempt from
>>> disclosure under applicable law. Any other distribution, copying
>>> or disclosure is strictly prohibited. If you have received this
>>> message in error, please notify us immediately by telephone at
>>> 1-855-383-5761 <tel:1-855-383-5761> and reply to the sender via
>>> e-mail, confirming deletion of the original e-mail and any
>>> attachment(s).
>>>
>>> _______________________________________________
>>> eg-oversight-board mailing list
>>> eg-oversight-board at list.evergreen-ils.org
>>> <mailto:eg-oversight-board at list.evergreen-ils.org>
>>> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
>>>
>>>
>>>
>>>
>>> --
>>> 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>
>>
>
>
>
> _______________________________________________
> eg-oversight-board mailing list
> eg-oversight-board at list.evergreen-ils.org
> http://list.evergreen-ils.org/cgi-bin/mailman/listinfo/eg-oversight-board
-------------- next part --------------
An HTML attachment was scrubbed...
URL: <http://list.evergreen-ils.org/pipermail/eg-oversight-board/attachments/20141104/90c0c7a2/attachment-0001.html>
More information about the eg-oversight-board
mailing list