UNDERSTANDING THE BUDGET FOR A DISTRICT MEETING Prepared 10-25-2018 by Jeanne Wacker
The registration fee covers the following items: 1. Facility cost, if any 2. GCI insurance, if required 3. Luncheon cost 4. $100 reimbursement to the Host Club 5. $200 of the speaker’s fee/expenses
History has shown that we generally need $200 to pay the speaker’s remuneration/expenses. In cases where the speaker has a higher fee or additional expense for materials, lodging, and travel, the excess shall be funded from Ways & Means receipts.
Per item 4. and 5. above, a total of $300 of the registration money needs to be set aside for these expenses. Since we generally have about 100 attendees at District meetings, this amounts to $3 of each registration fee.
The remainder of the registration fee is to be used to financing the meeting details which the Host Club is responsible for making: 1. facility cost (if any), 2. GCI Insurance (if required), and 3. the luncheon cost.
If the registration fee is $15, the Host Club would have a budget of $12 per attendee (calculated as $15 minus $3).
Obviously, if the facility is not charging for space nor requiring us to purchase liability insurance for the event, the entire $12 mentioned above would be available for the luncheon cost, plus tax, plus service tip (if any).
However, if there is a charge for the facility and/or insurance, calculate the cost per attendee of these items by adding these charges together and dividing by 100 attendees. For example, if the facility is charging $100 and no insurance is needed, the cost is $1 per attendee. This leaves an $11 budget for the luncheon.
If the Host Club is experiencing difficulties staying within the $12 budget for all meeting details, the Club President must contact the District Director immediately.