[Eg-oversight-board] Conference budget

[Ben Hyman]

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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