Presentation on theme: "IEEE GLOBECOM 2009 Budget GIMS, May 2008. Budget/Financial Reporting Process 24 Months before event – preliminary budget, present to GIMS, open bank account."— Presentation transcript:
Budget/Financial Reporting Process 24 Months before event – preliminary budget, present to GIMS, open bank account 18 Months before event – update to GIMS 12 Months before event – update to GIMS 9 Months before event – formal expo budget compiled 6 Months before event – review final budget to ensure registration fees are in place to minimize the risk of not meeting the desired surplus 2 to 6 months before event – continue updating expenses as the become known. Accounting for registration and expo related revenue. 6 to 8 weeks before event – start to compile financial forecast. 3 weeks before event – review the forecast in comparison to budget to see if any expense adjustments can be made. Strategize to see how to insure against existing attrition exposure (should be 4-5 weeks before). At conference – last minute expense updates, in prep for wrap-up meeting. Bring the conference checkbook. 0-6 months after event – Pay the bills, do final accounting for revenue, etc. 6 months after – should have actuals in place, closing down. Goal to show actuals within +/- 10% of the forecast offered at the wrap-up. 12 months after event –final financial report at IEEE (final GIMS mtg travel voucher). 13-14 months after event – audit completed Monthly – attend meetings/review minutes to see if any decisions were made affecting the budget, offer financial advice.
Other Assumptions Estimated paid attendance : 1,500 plus 25 for the exhibit floor only Prices (previous slide), equal to GIMS suggested Includes EXPO budget; mirrors GLO08 Expo budget 15 Tutorials 15 OC member trips for travel to GIMS Meetings, 2 ExCom Mtgs in Hawaii, plus supported travel to GLOBECOM09 Speakers Breakfast Selling Boxed Lunches on days other than Awards Lunch day Added expense to provide coffee breaks and lunch to those attending the workshops and tutorials Added expense to support Keynote Speakers (honoraria or travel)
Other Assumptions: Marketing $125K CFP Ads Announcement Ads Giveaways Ads in EE Times, IEEE Spectrum, and other Telecom Pubs. List Rentals/ Purchases Expo Brochure Postcards Google Adwords
Other Assumptions Advance Program: Print, 24 pages, 20,000 estimated quantity Meeting Room Rental Needed - $47,000 Patronage: estimated at $75K Expo Exhibit Sales: 25 @ $3,300 per 100sq ft., $2,300 (or 30% off) if they sign up to exhibit at GLO08 and GLO09 Food and Beverage Spending (per person) –Welcome Reception $110 –Speakers Breakfast $ 35 –Coffee Breaks $ 15 –Awards Luncheon $ 60 –Boxed Lunch Days $ 10 –Banquet $120 –Tutorial Lunch $ 25