[Eg-oversight-board] Conference budget
Chauncey Montgomery
montgoc1 at oplin.org
Thu Nov 6 13:07:52 EST 2014
Thanks for your work on this. That looks really good with a nice
overage to work with.
CM
On 11/06/2014 12:56 PM, Buzzy Nielsen wrote:
> Kathy, Tony from the Conservancy, and I chatted today to address some of
> your further questions and concerns. Here's a final version of the budget.
>
> 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 01:23 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
>>>> >>
>>>> >>
>>>> >>
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>>>> 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> |
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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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