Historical Actual numbers 2005-2011:AVP ConferenceReg Historyph (version 1).xls
Chart of Accounts for AVP/USA Conference CATEGORIES FOR EXPENSES and INCOME
The goals in development of this chart of accounts are:
1- To provide accurate reporting of AVPUSA National Conference Income and Expenses.
2 – To provide historical data for the local/host conference committee to assist with their budgeting for the next conference.
3 - To assist the national Conference and local host Committees to keep track of how a conference in progressing during the year in terms of expenses and income.
4 – To provide consistent definitions of the line items for comparisons from year to year.
5 - To assist the Scholarship Committee in giving scholarships by providing accurate, up-to-date, scholarship income status.
6 – To have the data for future fundraising of scholarship monies.
System:
Expenses: One person from local Conference Committee receives and sends receipts with account assigned to AVP USA Treasurer for reimbursement as soon as the expenditure is made. Treasurer mails reimbursement or sends a payment to the vendor.
Income: Registration income is received via website and forwarded to registrar and Treasurer. Or it is mailed to the registrar who records it and forwards the endorsed check to the Treasurer. Donations for scholarships are received via website, Distribution Center or Scholarship Committee, recorded and forwarded to the Treasurer.
Payments to AVPUSA (from registrants, local councils, associates)
AVPUSA Budgeted Scholarship (transfer for scholarship monies to be received from AVP USA)
Committee of Committees
General Scholarships determined by Scholarship Committee
Scholarship Donations
Registration Form Donations
Scholarship appeals by AVP USA
Merchandise sales (recommend that all sales be via registration)
Scholarship Awards
Scholarship Travel
Scholarship Registration
Facility
Lodging & Meals (Lodging, linens, meals, coffee breaks/snacks counted per person)
Common Usage (Meeting Space, AV, parking, and anything else not counted per person])
Registration materials: copying and reg packet materials for conference. AVPUSA general fund pays separately for copying of annual meeting materials and committee reports
Insurance (meeting insurance generally covered through MN office FNVC)
Promotion: Notification (postcards/postage, brochure printing, Transformer pullout)
Program:
Keynote speaker –(lodging, stipend, travel, meals, etc)
Entertainment
Day-long workshops
On-site supplies and copying
Committee expense: postage, telephone, meals, mileage reimbursement, thank you gifts, etc.
Contingency: Totally unexpected expense or opportunity for something special such as a play ($500 max)
Miscellaneous: only used when absolutely cannot find another category
Merchandise Expenses: (T-shirts, bags etc; recommend that merchandise be pre-paid)
Needs to be reviewed further: To be tracked by Scholarship Committee and reported to USA Conference Committee:
Shown directly on AVP/USA Treasurer’s Report
AVPUSA Budgeted (transfer of scholarship monies to be received from AVP USA)
Committee of Committees budgeted
General Scholarships determined by Scholarship Committee
Reg Form Donations (Scholarship donations to AVP USA on reg form)
Scholarship appeal outside of reg form (email or special grants)
Shown under REGISTRATION in Treasurer’s Report AS PAYMENTS TO USA
Local group payment for individuals (state and local groups or separate)
Scholarship partial payments by attendees
Details of successful fundraising in scholarship appeals
Demographic information on scholarship applicants and recipients
[Conference/scholarship committee needs to create a spread sheet to keep data consistent – a task for another day: recipent ID, date of application, amount of request, awards(travel and registration), committees worker formerly incarcerated, etc . . . .]
To be tracked by local/HOST committee to provide to AVP USA Conference Committee:
INCOME:
Early bird (#s of attendees, not dollars received)
Regular (#s of attendees, not dollars received)
Late (#s of attendees, not dollars received)
One-dayers (includes reg cost, lunch and dinner for #s of attendees, not dollars received)
Private room add-on (#s of attendees, not dollars received)
Pre-conference activities (#s of attendees, not dollars received)
In-kind donations (eg. easels, loan of computer/printer/copier, advance and post housing/meals, volunteer mileage etc.)
EXPENSES:
Lodging (room, linens, private room add-ons)
Meals (includes all paid in overall registration fees Fri. dinner, Sa &Sun B, L, D, Mon B L; Coffee breaks/snacks)
Registration materials: copying and reg packet materials, nametags for conference. AVPUSA general fund pays separately for copying of annual meeting materials and committee reports
Overhead costs (divided by lowest number budgeted of Early Bird non-scholarship people attending)
Insurance (meeting insurance through MN office FNVC
Meeting space & AV rental (if the facility charges separately or extra, classrooms)
Promotion: Notification (postcards/postage, brochure printing, Transformer pullout)
Program:
Keynote speaker –(lodging, stipend, travel, meals, etc)
Entertainment
Day-long workshops
Copying and supplies: felt pens, paper, tape, door signs for workshops etc.
Committee expense: postage, telephone, meals, mileage reimbursement, thank you gifts, etc.
Miscellaneous: only used when absolutely cannot find another category
Building the Conference Budget
As of 2011, AVPUSA has budgeted a revenue-neutral conference. Income should equal expenses. Building the budget is primarily the responsibility of the host committee, with support and advice from the national Conference committee. Data from prior years can be helpful.
A conference budget has three major sections: Per person costs, overhead costs and scholarships.
To build the budget
1) Establish the overhead costs of the conference: Overhead costs are those which are substantially independent of the number of attendees: meeting space rental, AV, promotion, insurance, program, committee expenses, contingency.
2) Establish the marginal cost associated with one person attending the conference: lodging in a shared room, meals, registration packet etc.
3) Establish the minimum number of full pay participants you anticipate (80 has been the basic budget number in the past few years.)
4) Calculate the per-person share of overhead. This is the Overhead (Item 1) divided by minimum # of participants (Item 3).
5) Calculate the basic cost of registration: “marginal cost for one person” (Item 2) plus “per-person share of overhead” (Item 4). Use this as the early bird rate. Add charges for single room, regular and late registration ,etc.
6) Submit the proposed budget the AVPUSA Conference committee for their review. They will then share it with the AVPUSA Finance Committee
Scholarships:
In the basic budget, scholarship expenses should equal scholarship income.
There has been not funding for the conference scholarship budget from the AVPUSA national budget. Therefore the target for fundraising for scholarships is the key part of the initial scholarship budget. The Conference Committee recommends focusing scholarships from the conference budget on REGISTRATION. We recommend that scholarships for travel be the exception, with local groups being the primary source of travel funds.
Adjusting the Budget along the way:
When the number of full-pay registrations exceeds the budgeted minimum, each subsequent full-pay registration results in net income. Overhead costs have been covered, but the amount a person pays to register has not gone done. Some overhead cost might rise with more participants (e.g. facilities rental increases as another room for breakout sessions is needed with more people). Once you are assured that they basic costs of the gathering will be covered, the majority of the “per-person share of overhead” from attendees above the minimum number, is available to be allocated elsewhere.
To Adjust the Budget after early bird registration is complete:
1) Review estimated expenses. Does new information (e.g. actual costs for publicity, changed room rental needs, in kind donations) lead to adjustments in expense lines?
2) Create a plan for allocating the “net” from subsequent registrations. Frequently, this net is allocated to scholarships.
3) Take the revised budget to __ for approval
Budgets - Jul 09, 2015 9:15:7 PM