1. Committee Budget and Expenses
Dana Lambert, New Jersey National College Fair Chair
Rachel McCoy, Associate Director National College Fairs Programs & Services

2. Committee Budget and Expenses
Budget Memo
Approximately three months before the fair you will receive a budget memo from your designated Event Manager.

3. Committee Budget and Expenses
What your budget covers
Exhibitor Hospitality (Largest Expense)
Costs Associated with Committee Meetings
Marketing Costs (printing, postage, etc…)
Costs Associated with the Fair
Parking
Mileage
Meals
Fair Supplies
Welcome materials for Exhibitors

4. Committee Budget and Expenses
How to Access Funds
Eligible expenses may be sent to NACAC for payment or reimbursed after the fair
Chairpersons may also request cash advances up to $500.00
Any expense over $ must be sent to NACAC directly for approval and payment.

5. Committee Budget and Expenses
Reimbursement Requirements
Receipts are required for ALL reimbursements.
When receipts are not obtainable (i.e. parking for volunteers), provide an itemized list with the recipient’s signature.
After the fair, Chairs have 45 days or until December 15th (whichever comes first), to submit expenses to NACAC
The Chair must complete and sign a final report closing the committee account closed.
Only one report should be submitted on behalf of the committee

6. Committee Budget and Expenses
Final Expense Report

7. Committee Budget and Expenses
Speak with your Event Manager in advance about expenses to ensure you both stay in budget
To keep costs down, hold meetings at locations that do not require a meal or fees
Discuss hospitality options with your event manager. Concession coupons, donated water, or smaller portion sizes are another option.
Seek local contributors to cover some of your costs - NACAC preapproval is required.

8. Committee Budget and Expenses
Tips
Give the budgeting responsibilities to one person. It will make keeping track of expenses much easier.
Talk to the Event Manager about producing materials to lower costs.
Have an emergency fund for last minute expenses.
Offer concession coupons for exhibitors. This will allow you to provide hospitality while giving your committee more money to work with.
Revenue Sharing is outlined in the affiliate letter of agreement.
Talk to your affiliate about ways they can support the fair and helping you identify contributors. They are a great resource and also benefit from hosting the fair.
Some local colleges and universities may want to contribute towards busing or another facet of the fair. Make sure to reach out to them so they know this is possible.

9. Revenue Sharing

10. Revenue Sharing
Revenue Sharing is a portion of the profit generated from booth sales which is shared with the affiliate overseeing the fair. This is based on a formula:
For Each NCF, $2,000 is granted for the first 200 or fewer booths sold.
For fairs that sell more than 200 booths, the affiliate receives 10% of the revenue generated for each additional booth

11. Revenue Sharing
Once NACAC receives these items, the documents are reviewed, approved, and reimbursements are processed.
The revenue sharing is calculated and processed in accordance with the closure of the account (i.e. all reports and expenses are closed out with the committee).
A Revenue Sharing Statement and payment is mailed to the affiliate. Copies of the statement are ed to the chairperson(s), affiliate treasurer, president and president elect.
After each National College Fair concludes, the chairperson(s) are required to fill out the Chairperson’s Final Report and submit committee expenses , with receipts, to NACAC.