[Eg-oversight-board] Conference budget

[Kathy Lussier]

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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