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Geological Association of Canada
AGM Sample Budget

Preliminary Budget - Summary
05/04
Enter # of Registrants under Registration	Attendees
Item	real Numbers	Cost to Date

*Exhibits*
TOTAL Exhibits (Revenue)/Expenses	$(10,132.00)	$-

*Finance*
TOTAL Finance (Revenue) Expenses	$1,543.75	$-

*Publications*
TOTAL Publications (Revenue)/Expenses	*$32,904.00*	*$14,891.21*


*Publicity (Promotions & Communications)*
TOTAL Publicity Expenses	$7,300.00	$5,272.50


*Registration*
TOTAL (Revenue)/Expenses	*$(118,804.00)*	$-


*Administration/Office*
TOTAL Administration Expenses	$1,700.00	$1,864.51


*Social & Food*
TOTAL Food and Social Expenses	$17,584.00	$-


Technical Program
TOTAL Technical Program	$9,723.00	$-


Technical Services (Logistics)
TOTAL Technical Services	$14,442.85	$-


Conference
TOTAL Conference (Profit) Loss	$(43,738.40)	$22,028.22

15% slop in various categories	$8,876.21
Items not sure needed	$2,000.00

Preliminary Budget - Exhibits


			Attendees
Item			real Numbers	Cost to Date

Booth set-up		25 booths @ $50	$-	MOVED to Technical Porgram
Electrical - Needed?			$-
Security (after hours security $9/hr for 36 hours)			$214.00

SUBTOTAL Exhibits Expenses			$214.00
Paid =	25 - 15min est	6 complimentary	14
REVENUE	Revenue from Exhibits $850/booth after tax = $739		$10,346.00	Fee including TAX -$800

TOTAL Exhibits (Revenue)/Expenses			$(10,132.00)

Sheet 3: Finance

Preliminary Budget - Finance


			Attendees
Item			real Numbers	Cost to Date

Accounts Payable			$2,000.00
Account set-up			$300.00
Reports			$150.00
20/20 rental		$80 /day x 3 machines
Credit Card Commission (6% registration revenue)			$5,093.75

Taxes	GST - 7% of Exhibits, Registration		$11,314.66
	PST - 8% of Exhibits, Registration		$12,931.04
Revenue	GST Rebate =0.666 of GST kept as slush for now		$7,543.48

SUBTOTAL Finance Expenses			$7,543.75


Fundraising			$6,000.00
SUBTOTAL Finance Revenue

TOTAL Finance (Revenue) Expenses			1,543.75

Sheet 4: Publications

Preliminary Budget - Publications


		Attendees
Item		Budgeted	Cost to Date

First Notice	Design/Layout	$800.00	$750.00
	Printing (15,000)	$2,500.00	$2,551.20
	Translation	$500.00	$239.72
	shipping		$245.83
Second Notice	Translation	$500.00	$1,777.14
	Design/Layout	$800.00	$350.00
	Printing ~ 5,000 copies	$2,500.00	$1,949.49
	Mailing (BULK) @ .32 Each	$1,600.00	$1,154.00
	Bulk prep work	$1,000.00	$-
Third Notice	Translation	$500.00	$507.04
	Design/Layout	$800.00	$260.00
	Printing ~ 3,000 copies	$2,500.00	$1,213.90
	Mailing (BULK) @ .32 Each	$960.00	$168.30
	Bulk prep work	$1,000.00	$-
SubTotal Flyers		$15,960.00	$11,166.62
Program with Abstracts
	Design/Layout	$3,000.00
	Printing ~ 1,500	$3,000.00
	Abstract CD	$1,000.00

SUBTOTAL Publications Expenses		$22,960.00	$11,166.62
Miscellaneous @ 15%		$3,444.00

WWW
Set-up		$3,500.00	$1,383.40
Translation		$3,000.00	$2,341.19
WWW Total (Revenue)/Expenses		$6,500.00	$3,724.59

Publication Expenses		$32,904.00	$14,891.21
	Abstracts program sales - unlikely
	Any other sales (e.g.. Field trip guides)	$-
SUBTOTAL Publications Revenue		$-


TOTAL Publications (Revenue)/Expenses		*$32,904.00*	*$14,891.21*

Sheet 5: Publicity

Preliminary Budget - Publicity


		Attendees
Item		Budgeted	Cost to Date

Promo Materials		$1,500.00	$992.79
	Printing	$400.00
Posters		$1,000.00	$154.56
Vancouver Display Shipping		$100.00	$266.14
Advertisement		$300.00
LOC Travel		$4,000.00	$3,859.01


TOTAL Publicity Expenses		$7,300.00	$5,272.50

Sheet 6: Registration

Preliminary Budget - Registration

Attendees

Item

real Numbers

Cost to Date

Registration Package

600 bags

$6.78 / bag

$4,068.00

600 Name Tags

$.7 each

$420.00

Casual Labour

Central Registration head Office

(updated estimate from Dick)

$28,000.00

Various Administration

SUBTOTAL Registration Expenses

$32,488.00

Revenue

Proposed Fees

after Tax

# bodies

Fee including TAX

Members

"350*1.07=375"

350

183

$375

52220

$64,050.00

Non Member

"457*1.07=490"

457

$490

13504

$42,501.00

Student Member

"70*1.07=75"

140

$151,292.00

$75

6798

$9,800.00

Retired

"158.8+1.07=170"

158

$170

4018

$5,846.00

OneDay

"187*1.07=200"

187

115

560

$21,505.00

Number of lunches

(full membersx3+daymembers)

1474

3738

$143,702.00

TOTAL (Revenue)/Expenses

$(118,804.00)

5887

(no guest, all 1 day count as members)

13457

30681

13121

5084

1028

897

299

151292

Sheet 7: Administration_Office

Preliminary Budget - Administration/Office


		Attendees
Item		Budgeted	Cost to Date

Administrative Assistant			$0.00
Phone Line		$-
Fax		$200.00	$6.50
Mailing/Correspondence		$300.00	$112.85
Letterhead	Design	$-
	Printing	$750.00	$742.80
Photo Copies			$15.50
Various Office Supplies		$200.00	$159.77


Post-Conference Meeting		$250.00
Pre - Conference Meeting (GAC^®/MAC visit)			$827.09
TOTAL Administration Expenses		$1,700.00	$1,864.51

Sheet 8: Social_Food

Preliminary Budget - Social & Food


				Attendees
Item				real Numbers	Cost to Date

Reception/Icebreaker		Tues. Eve @ $15 pp		$7,370.00
Lunch (new 04 price = 11.37 tax inc)		$11.37*lunch number-special lunches		$14,894.70
Number of lunches	(full membersx3+daymembers)		1474
Number of special Lunches			164
COFFEE	$1.5*number of lunches			$2,211.00
profit from special lunches $5/lunch				$(820.00)
SUBTOTAL Food and Social				$23,655.70
Other @ 15%				$3,548.36


TOTAL Food and Social Expenses				$17,584.00

Sheet 9: TechnicalProgram

Preliminary Budget - Technical Program


			Attendees
Item			real Numbers	Cost to Date

Abstracts - data entry/ proofing done by Admin Assistant
	Acknowledgements		$200.00
Program	Layout		$500.00
Session Signage - done by MIKE			$100.00
Easels			$-

Plenary Speakers (4)






Plenary Speakers (4) Total	Cut back to $1000 total		*$1,000.00*

Poster Session	Poster Board Rental	$75 x 60+tax	$7,223.00	Incudes Booth rental
Earth Science Awareness			$500.00
Photography			$200.00

SUBTOTAL Technical Program			$9,723.00

Other @ 15%			$-

TOTAL Technical Program			$9,723.00

Sheet 10: TechnicalServices

Preliminary Budget - Technical Services


			Attendees
Item			real Numbers	Cost to Date

Meeting Space	Academic South (AS)		$-	updated price
	201	$90 x 3 days	$-	$75x3=225
	202	$155 x 3 days	$-
	203	$175 x 3 days	$-
	204	$175 x 3 days	$-
	215	$125 x 3 days	$-
	216	$125 x 3 days	$-
	217	$125 x 3 days	$-
	Sean O'Sullivan Theatre (3 days)		$857.00
	Field House (3 Days)		$6,420.00
	Pond Inlet		$-
	Jubilee Courtyard		$-
	Tent
	Electrical - needed?		$-
Not Needed	Thistle 325	$100 x 3 days	$-	not needed
Not Needed	Thistle 245	$80 x 3 days	$-	not needed
	Thistle 255 - 259	$75 x 3 days x 5	$-
Audio Visual	Free (Dean's letter to Ed)		$5,082.00
A/V Technician	changed - get student?		$-
Custodial/Physical Plant			$-
Signage	Banners
	Signage		$-
	Supplies		$200.00
Event Day Communications

SUBTOTAL Technical Services			$12,559.00

Other @ 15%			$1,883.85

TOTAL Technical Services			$14,442.85