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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
93



$490 13504
$42,501.00
Student Member "70*1.07=75" 70
140
$151,292.00

$75 6798
$9,800.00
Retired "158.8+1.07=170" 158
37



$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






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