Free and Open Source Software for Geospatial

<<Date and Location>>

Yellow cells are constants and can be altered to explore budget options. White cells are calculated and should generally be left alone.
Fill in your expected pricing, attendance and expenses. You are not required to use all the expense categories, but be aware that unexpected expens
The numbers in the template are adapted from the 2007 budget, but should not be considered accurate or applicable to your locale -- every circumsta
As far as possible, when pricing expenses, get quotes from real vendors. Your budget is only as good as you make it.
SUMMARY
Total Revenue
Total Expenses
Surplus/Loss
Surplus/Loss per Attendee

$305,540
$288,688
$16,852
$47
Attending
Paying

$351,925
$316,494
$35,431
$79

$398,310
$344,300
$54,010
$100

400
360

500
450

600
540

REVENUE
100%
Early Bird Registration
Conference and Workshop
Conference
Daily Rate
Student Rate

25%
30%
3%
5%

$575
$395
$185
$225

$57,500
$47,400
$2,220
$4,500

$71,875
$59,250
$2,775
$5,625

$86,250
$71,100
$3,330
$6,750

After Early Bird Registration

Conference and Workshop
Conference
Daily Rate
Student Rate

5%
15%
2%
5%

$820
$565
$265
$325

$16,400
$33,900
$2,120
$6,500

$20,500
$42,375
$2,650
$8,125

$24,600
$50,850
$3,180
$9,750

Complimentary

10%

$0

$0

$0

$0

OPTIONAL TICKETS
Dinner Reception

75%

$50

$15,000

$18,750

$22,500

Registration Total

$185,540

$231,925

$278,310

Estimated Sponsorship
Exhibitors (included in sponsorship)

$100,000
$20,000

$100,000
$20,000

$100,000
$20,000

Total Revenue

$305,540

$351,925

$398,310

Prepared by Sea to Sky Meeting Management Inc.

Page 1 of 6

Confidential: December 27, 2006

Free and Open Source Software for Geospatial

<<Date and Location>>

Yellow cells are constants and can be altered to explore budget options. White cells are calculated and should generally be left alone.
Fill in your expected pricing, attendance and expenses. You are not required to use all the expense categories, but be aware that unexpected expens
The numbers in the template are adapted from the 2007 budget, but should not be considered accurate or applicable to your locale -- every circumsta
As far as possible, when pricing expenses, get quotes from real vendors. Your budget is only as good as you make it.
SUMMARY
Total Revenue
Total Expenses
Surplus/Loss
Surplus/Loss per Attendee

$305,540
$288,688
$16,852
$47
Attending
Paying

400
360

$351,925
$316,494
$35,431
$79
500
450

$398,310
$344,300
$54,010
$100
600
540

EXPENSES
Administration/Office Expenses
Long distance, office supplies
Photocopies
Bank & credit card fees (Visa & MC)
Postage and courier
Total Office Expenses

3%

Marketing Expenses
Logo and electronic stationery
Postcard mail-out
Postage and labels
Final On-site Program (design and print)
Web Site
Participants List (name, company and country, alpha order)
Purchasing Marketing Lists and Web Placements
Total Marketing

12000

$4

Committee and Speaker Costs

Invited Speaker Costs
Conference Calls
Local Committee Expenses
Total Committee and Speaker Costs

2
6

On-Site Expenses
Meeting room rental
Insurance
Security, housekeeping, electrical & telephones
Workshop computers and equipment
Internet (WIFI)
Volunteer appreciation
Audio visual equipment & labour
Signage
Display services for exhibition (booths, drape, power, internet)
Delegate bags
Delegate t-shirts
Registration badges & tickets
Power (per workshop computer)
Total on-site Expenses
Food & Beverage/Events (includes gratuities)
Morning coffee and snacks
Prepared by Sea to Sky Meeting Management Inc.

$0.50
$0.50
$15

Page 2 of 6

$2,500
$100

120

$200

25

120

$235
$5
$10
$2
$17

$5

$500
$500
$5,566
$1,000
$7,566

$500
$500
$6,958
$1,000
$8,958

$500
$500
$8,349
$1,000
$10,349

$1,500
$6,000
$6,000
$6,000
$5,000
$1,440
$5,000
$30,940

$1,500
$6,000
$6,000
$7,500
$5,000
$1,800
$5,000
$32,800

$1,500
$6,000
$6,000
$9,000
$5,000
$2,160
$5,000
$34,660

$5,000
$600
$2,500
$8,100

$5,000
$600
$2,500
$8,100

$5,000
$600
$2,500
$8,100

$31,000
$1,000
$3,000
$24,000
$3,000
$5,000
$30,000
$2,500
$5,875
$1,800
$3,600
$720
$2,040
$113,535

$31,000
$1,000
$3,000
$24,000
$3,000
$5,000
$30,000
$2,500
$5,875
$2,250
$4,500
$900
$2,040
$115,065

$31,000
$1,000
$3,000
$24,000
$3,000
$5,000
$30,000
$2,500
$5,875
$2,700
$5,400
$1,080
$2,040
$116,595

$6,000

$7,500

$9,000

Confidential: December 27, 2006

Free and Open Source Software for Geospatial

<<Date and Location>>

Yellow cells are constants and can be altered to explore budget options. White cells are calculated and should generally be left alone.
Fill in your expected pricing, attendance and expenses. You are not required to use all the expense categories, but be aware that unexpected expens
The numbers in the template are adapted from the 2007 budget, but should not be considered accurate or applicable to your locale -- every circumsta
As far as possible, when pricing expenses, get quotes from real vendors. Your budget is only as good as you make it.
SUMMARY
Total Revenue
Total Expenses
Surplus/Loss
Surplus/Loss per Attendee
Attending
Paying
Coffee breaks (mid am & pm)
Dinner Reception
Sandwich Lunch in the Exhibits
Food & Beverage/Events Total

8
3.5

Meeting Organizer Fee

Base organization fee
Registration management fees
Budget and finance management fees
Meeting Organizer Total

$20

Sub Total Expenses

Contingency Fund
TOTAL EXPENSES

5%

SURPLUS/LOSS
SURPLUS/LOSS PER ATTENDEE

Prepared by Sea to Sky Meeting Management Inc.

$4
$60
$30

Page 3 of 6

$305,540
$288,688
$16,852
$47

$351,925
$316,494
$35,431
$79

$398,310
$344,300
$54,010
$100

400
360
$12,800
$18,000
$42,000
$78,800

500
450
$16,000
$22,500
$52,500
$98,500

600
540
$19,200
$27,000
$63,000
$118,200

$25,000
$8,000
$3,000
$36,000

$25,000
$10,000
$3,000
$38,000

$25,000
$12,000
$3,000
$40,000

$274,941
$13,747
$288,688

$301,423
$15,071
$316,494

$327,904
$16,395
$344,300

$16,852
$47

$35,431
$79

$54,010
$100

Confidential: December 27, 2006

at unexpected expenses are common, and plan appropriately.

ale -- every circumstance and location is different.

Prepared by Sea to Sky Meeting Management Inc.

Page 4 of 6

Confidential: December 27, 2006

at unexpected expenses are common, and plan appropriately.

ale -- every circumstance and location is different.

Prepared by Sea to Sky Meeting Management Inc.

Page 5 of 6

Confidential: December 27, 2006

at unexpected expenses are common, and plan appropriately.

ale -- every circumstance and location is different.

Prepared by Sea to Sky Meeting Management Inc.

Page 6 of 6

Confidential: December 27, 2006