NASIG CONFERENCE PLANNING MANUAL
3. Budget and Finance
3.1 General Information
The Conference Planning Committee, in consultation with the NASIG treasurer, is responsible for preparing and monitoring a conference budget. The NASIG conference is not expected to be a major source of income for the organization, but is expected to break even or produce some surplus. Recent conferences have all had considerable surpluses, but were not budgeted with that expectation.
In dealing with the conference budget, the NASIG treasurer will be your most important contact. You should plan on regular contact with the treasurer as you develop the initial budget, as it is revised and as expenditures occur.
Be sure to ask the conference director if there is a fee for room rental, equipment rental, chair and table set ups, miscellaneous campus services, etc.
NASIG's Tax Identification Number (TIN) is 14-1706965.
NASIG's Insurance Company is The Travellers.
When possible all contracts should be signed by the Treasurer or the President, e.g. the primary contract with the host institution for housing. Other smaller contracts such as those for souvenirs or outside events may be signed by the CPC chair.
Press Representatives - There is no conference registration category (of either reduced cost or no cost) for press representatives. All attendees to the conference must register and pay registration subject to existing policies related to speakers and volunteers.
3.2 Time table
At June Board meeting 12 months prior to conference - present preliminary budget.
At this point the budget will, by necessity, be sketchy, but information regarding housing and food costs should be firm. Information gathered by the site selection committee will be invaluable as the preliminary budget is prepared. Most of the other information can be estimated by combining the present year's budget with what you know about your site. At this point the budget should contain a ten percent contingency. Prior to the June meeting the conference chair should work with the NASIG president and treasurer to determine an initial estimated number of attendees.
At fall Board meeting 7 months prior to conference - present revised budget.
The Conference Planning Committee chair is invited to attend the fall Board meeting, and will submit a revised budget. This version will largely be a revision of the first budget which was submitted the prior June. If costs for housing and food have been finalized, the Board may authorize a reduction of the contingency line. At this time the Conference Planning Committee chair should be able to give approximate registration fees.
At winter Board meeting 4/5 months prior to conference - present final budget:
The Conference Planning chair should plan to attend the winter Board meeting. At this time the final budget will be approved and registration rates will be finalized. The budget will continue to carry a contingency line.
At June Board meeting prior to the conference - present update
Since the Conference Planning Committee chair has other duties at this point, the report can be informal but should include an update on the status of expenditures and income compared to the budget figures.
After the conference
The Conference Planning chair will provide input and information to the NASIG treasurer who will prepare a final conference fiscal statement. This report will show income and expenses in all categories. The report will be submitted to the president, past president, Conference Planning Committee chair, and Board liaison before September 1st.
3.3 Reporting
In addition to the timetable presented above, the Conference Planning Committee chair will use established channels to report any budgeting information as required. Examples of this might include: changes in costs which will necessitate a revision of the registration fee structure, routine reporting of registration income, and progress reports of various types.
3.4 Budget Categories
The conference budget has become fairly standardized, and examples of past budgets are included in the Appendix. General categories are included in Sections 3.4.1 and 3.4.2.
3.4.1 Expenses Categories:
- Housing:
This part of the budget is inflexible, since we pass along the rates charged by the conference site. Include any optional or required fees which attendees will be charged. In the past this has included a health service charge, recreation charges, security above that normally provided, computer room use fees, etc. Also, include information about fees for extra nights.- Food (for both on-site and off-site registrants):
In the past the food options have been of great interest to the NASIG Board. The conference site generally gives us several options for food service, all-inclusive, or pay as we go, standard or upgraded quality, etc. The Conference Planning Committee chair should be very familiar with the food options and should be prepared to discuss them with the Board. Also, if available, provide information on options to upgrade service and presentation, (for example: china instead of paper or plastic tablecloths, etc.).- Parking:
The costs of parking will be offset by the income from parking permits sold.-Room rental:
This is for meeting space, but you should also include any "hidden" campus fees, for example, charges for setting up chairs.-Photocopy:
Duplication of speaker handouts, information for ocnference registration packets, etc.-Badges:
The cost of producing name badges can include paper or label stock for badges, and the badge holders. Generally we buy top quality badge holders, and then reuse them from conference to conference. The used holders will need to be forwarded from the previous Conference Planning Committee and then analyzed in terms of number and condition.-Banquet/Reception:
The early NASIG conferences always included a banquet. As the conference has grown it has become increasingly difficult to hold a banquet, so we frequently hold a reception instead. Until the NASIG Board sets a policy, both options should be explored and presented. Include bartending charges.- Separately ticketed social events:
Most conferences have been all-inclusive; a few have had one or more separately ticketed events.- Entertainment:
Past conferences have featured a dance with a live band or disc jockey, folk dancing with callers, live music at the reception, etc. See Section 2.5., Entertainment, for more information.- Speaker expenses: (including the cost of waived registrations)
The Conference Planning Committee chair will work closely with the Program Planning Committee to estimate speaker expenses and audio-visual needs.- Souvenirs:
If a new supply of souvenirs is needed the purchase price should be accommodated within the conference budget.- Committee expenses:
You should budget for expenses incurred by the Conference Planning Committee including travel to planning meetings, phone calls, photocopying, parking fees and tolls, and the cost of committee mailings. In addition, some committees have requested funds for student help, both before and at the conference.- Tours:
The costs of tours will be offset by the income from tickets sold.- Credit card fees
The budget should include an estimate of the costs associated with the use of credit cards to pay for registration. The usual fee is 2.46%. Work with the Treasurer to include an estimate of the number of individuals using the credit card option for inclusion in the budget.- Handout Packets:
The cost of handout packets will be offset by the income from their sale price.- Contingency:
Budget 10 percent of total expenses. Consult with the Board liaison to determine the appropriate percentage. The Board may reduce this amount as the conference expenses become more firm.- Brochure:
This item includes the cost of production and mailing the conference brochure.- General Supplies:
You should budget for office supplies and other miscellaneous items.- Signage:
Include the cost of materials, production, etc.- Student Grant Expenses:
The Conference Planning Committee will work with the Awards & Recognition Committee to estimate the student grant and Horizon winner(s) expenses. Confer with the president before including expenses in the budget because the Awards & Recognition Committee budget may include funds for some or all of the expenses.3.4.2 Income Categories:
- Registration fees by category:
The number of attendees to be used for budget planning will be determined in consultation with the NASIG president and treasurer.
- Souvenir sales:
- Tours (income should match expenses):
- Separately ticketed events (if approved):
3.5 Expense Reporting/Reimbursement
The Conference Planning Committee has the same fiscal obligations as other NASIG groups. Separate bank accounts are not established for the conference, and checks must be individually requested from the treasurer, using established procedures and forms. Forms are included in the Appendix. NASIG recognizes, especially as the conference time draws near, that many small items need payment quickly and a cash advance for these purposes is possible so long as proper accounting is made to the NASIG treasurer.
With appropriate notice and cause, registration fees may be refunded to registrants. No refunds will be given for prepaid items for which NASIG cannot be refunded, i.e. parking, tours, etc.; this varies by site.
3.6 Preconferences
Preconferences will have their own budget, but otherwise operate as part of the conference. The Conference Planning Committee will be responsible for all local preconference arrangements, including registration, obtaining meeting space, AV, coordinating handouts, and for arranging refreshments if appropriate.