TO: Chairs/Treasurers of SIGCOMM sponsored conferences FROM: Chris Edmondson-Yurkanan SUBJ: Example TMRF ( expense section only ) The following information is a detailed example of SIGCOMM conference expenses ( oriented towards costs found in the U.S. ). It is based on the SIGCOMM95 conference, and reflects data available 8 weeks before the conference ( 7/1/95 ). I suggest that conference planners for SIGCOMM96 and SIGCOMM97 use it as a guideline in developing the budget portion of your own TMRF. Unfortunately, we do not have final reports from previous conferences at this level of detail. I expect that the SIGCOMM95 conference committee, though, will prepare a detailed final report to help future conference planners. Good luck and Have Fun! ------------------------------------------------------------------------------- ---- ----------------------------------------------------------------------- 1000 Promotion/Publicity call for papers ( number printed; general itemized costs including design, labels, and printing ) advance program ( number printed; general itemized costs ) art work, special projects like t-shirts TMRF 7/1 $22,000 7500 cfp actuals -------- 13500 advance program 1000 art: cfp and logo 0 t shirts NOTE 1: ( this is 21% of the total budgeted income ) in the future this may need to be reduced NOTE 2: the cfp number is based on cfp 95 actuals. 3078 11,500 copies ( 11145 mailed ) 1094 labels from ACM, IEEE 368 envelope insertion 917 us postage 1804 non us postage 321 workshop flyer 7582 total NOTE 3: the advance program is based on SIGCOMM 94 actuals except there is no major design bill in 95: the SIGCOMM94 advprog costs were : 6448 20,000 copies 865 labels from ACM, IEEE? 546 envelope insertion 5423 postage ( approx 14k-15k ) 1011 designer's bill<--- 14293 total NOTE 4: The t-shirts need to be funded separately. No expenses should be incurred, until either the fundraising goals are exceeded and the advance registration goals are met ---- ----------------------------------------------------------------------- 1500 Conference Committee ( this is NOT the program committee ) ( typical expenses include postage, copying, minimal support for travel to the conference, gen.chair travel to ACM's conference organizing workshop ) TMRF 7/1 $2000 209 workshop travel -------- 1791 conference comm. expenses NOTE 1: so far only $209 has been incurred in this area, and probably will amount to less than $1000. ---- ----------------------------------------------------------------------- 1600 Registration itemized ( envelopes+badges+ribbons+supplies; all SIGNS; reg. desk personnel+computer/typewriter rental/ ? telephone at reg. desk ?, credit card expenses ) TMRF 7/1 $3500 300 telephone? -------- 700 badges/packets/ signs/ribbons 1000 other ( rentals, people ) 1500 credit card chgs. NOTE 1: often can "borrow" a departmental computer/typewriter from the company of one of the committee NOTE 2: ACM can provide some ribbons; ACM sign blanks are nice, but not necessary ---- ----------------------------------------------------------------------- 1700 Operations Meeting room rentals audio/visuals ( 2 overhead projectors, mike speaker, mikes for the audience to ask questions, 2 screens, slide proj. possibly , don't forget tutorial A/V ) TMRF 7/1 $2000 2000 all A/V-related -------- ---- ----------------------------------------------------------------------- 1800 Conference Food/Bev *Do not include any tutorial food/bev in this section. *Be sure to count all complimentary people in these headcounts. *Be sure to include in the rate the tip. ("tipi"= tip included ) and the taxes ( if needed, but ACM has a not for profit tax number ) *Morning coffee is defined to be ( in SIGCOMM-ese :-) ), coffee that is set up at least 15 minutes before the first talk. TMRF 7/1 $26850 -------- coffee (am) = 3days x 250 people x $5.25tipi = $ 3950 coffee (pm) = 2days x 250 people x $5.25tipi = $ 2650 Lunch 1 = 250 people x $22.50tipi = $ 5625 Lunch 2 = 250 people x $22.50tipi = $ 5625 Lunch 3 = 200 people x $22.50tipi = $ 4500 Reception = 150 people x $20.00tipi = $ 3000 Thurs pm outrageous ses= 150 people x $10.00tipi= $ 1500 NOTE 1: Omit continental breakfasts for now. If budget in mid-August allows, then add it in. Sampath says it would be: Continental breakfast is $9.25 which provides coffee, tea, decaf, croissants, danish, fruits and juices. PLUS: there will be an issue of how many people to order for. NOTE 2: Coffee break will include coffee, tea, juices, soda and mineral water. This is apparently only coffee break for the 30 min ( and not starting before conf. ) However, Sampath points out that we are just a few feet from the food court. We can save a bit here: the Friday a.m. coffee will be <250. NOTE 3: For a small charge we should be able to get the a.m. coffee station refilled in time for the between session break. NOTE 4: RE, the specific meal computations; I think that * the Tuesday reception $rate could be lowered if we need to save money, and may need to be made a cash bar. contract has $12 pp for food and $8.75 pperson per hour * lunch comment from Sampath: "I suppose we would like to have sit-in lunch as opposed to buffet. I believe we can get a very reasonable menu for around $22/person. There are some chicken menus that cost $21.50." NOTE 5: The Thursday pm outr. ses $rate could be lowered or eliminated. The hotel can get beer from a microbrewery which will cost around $3.25 per beer. Probably, we can provide two drinks per person. Hard munchies cost $15/pound. Let's cut back a bit to $10per person. ---- ----------------------------------------------------------------------- 1900 Special Events In the SIGCOMM95 budget, the entire SIGCOMM social event ( Wednesday night social event )is included in this section: TMRF 7/1 15,000 1360 Museum rental -------- 350 ? extra ? 1925 open BAR (275 x $7tipi) 6600 DINNER (275 x $24tipi) 4075 for service/rental caterer exp. 500 roundtrip T tokens 190 other NOTE 1: This budget shows a per person charge of $54.55 and yet we are charging $60 for extra tickets. These numbers should probably be closer. NOTE 2: No info on the extra... NOTE 3: I am amazed at the low $7 for open bar for all night! or is this limited? NOTE 4: I am amazed at the low food per person prices, but am not complaining NOTE 5: Sampath suggests no busses ( we mentioned them in the adv. prog). Instead, use the subway, and we will provide tokens ---- ----------------------------------------------------------------------- 2000 Proceedings AND Program Committee AND Student Paper Award Proceedings: *Important: specify how many are to be sent to conference; *the printing charge is only for the subset of proceedings mailed to the conference ( but may not be true for ACM Mobile Computing and Networking.... ) *shipping to conference Program Committee: *travel for a few people to program committee meeting *postage, meal(s) at all-day meeting, other 2300 Award: student paper award ( plaque, plus agreed amount ) TMRF 7/1 $ 6000 200 final program -------- 1100 proceedings (320 conf. copies) 1000 Student award 100 plaque for stud 3600 Program committee mtg (4/7/95) NOTE 1: Unless we are in incredible financial health, the final program should just be prepared by Keshav and xeroxed onto some nice paper. NOTE 2: The items reported so far for PC mtg are: 1650 Padliwaski travel 500 Thai rest. deposit for dinner NOTE 3: The award is offically a $500 honorarium, but we typically help out if needed with some travel. ---- ----------------------------------------------------------------------- 3000 Tutorials - not to be combined with conference expenses honorariums agreed upon travel/subsistence of tutorial speakers copies of course notes coffee breaks lunch ( the proposed expenses start with the tutorials and end with workshop specific expenses ) Tutorial proposed expenses $ 18825 9000 speaker expenses -------------------------- ( as itemized in note 1 ) 2050 notes for reg. ( 205 x $10 ) 1500 notes extra/sell ( 150 x $10 ) 2000 books ( $40 x 50 ) 1575 coffee breaks ( 300 x $5.25tipi ) 2700 lunches ( 120 x $22.5tipi) NOTE 1: This is based on my understanding from Bill that the presentors are just getting travel and compl. conference reg. I have not received confirmation from him, but I am estimating this at: $1000 travel each for west coast x 2 500 travel each for mid country x 2 300 travel for east coast x 3 250 2 nights hotel each x 7 80 2 per diem each x 7 500 compensation for locals x 2 TOTAL $7210 ( round up to 9k ) ( that's an avg of $1125 per tutorial plus complimentary reg ) NOTE 2: Conservative Attendance Assumptions ( total 205 ) MF-RJ 30 MA-GV 15 MP-MA 50 MP-BD 15 TF-PK 50 TF-AL 15 TA-HY 15 TP-KK 15 NOTE 3: Tutorial Notes: 205 + extras/some to sell 15 extras for the 6 smallest tut. ( 90 extras ) 30 extras for the 2 large attendance tutorials ( 60 extras ) *worst case is an average of $10 per notes *I believe that Bill has arranged to include the Kaufman/Perlman book in the tutorial: assume worst case we have to pay $40 per copy. NOTE 4: coffee breaks= 300 ( just a sum of the attendance ) Mon a.m. = 45 people Mon p.m. = 95 Tue a.m. = 80 Tue p.m. = 80 NOTE 5: 120 lunches: Monday: 30 + 5presentors + 5(2 tut) = 40 Tuesday: 50+15+ 5presentors + 10(2 tut)= 80 I am guessing that only 15 people will attend 2 half-day tutorials. Workshop proposed expenses $ 3000 -------------------------- 0 notes for reg. $0 notes extra/sell 945 coffee breaks ( 3x 60x$5.25tipi ) 1350 Tues lunches ( 60 x $22.5tipi ) 700 other ??? NOTE 1: Attendance assumptions Workshop 60 ( invite 70, but only 60 come including complimentary ) NOTE 2: Wrapup report will be online NOTE 3: Workshop flyer expense is included in the promotion section. Workshop overhead expenses are spread out in different sections ( eg the 9% ACM charge ). ---- ----------------------------------------------------------------------- 4000 Exhibits - usually $0. ---- ----------------------------------------------------------------------- 8000 Administrative/Financial *admin. (9% of revenue): ALL ACM SIGs are "taxed" by ACM to cover the fantastic support we get from SIG SERVICES, including a tax of 9% of all conference revenue to cover the multi layers of ACM support. TMRF 7/1 $ 12,000 180 bank charges -------- 120 other 11700 9% of all revenue ---- ----------------------------------------------------------------------- 8998 Contingency for budgeting purposes * this used to be 10% I thought. Why is it now 15% ? TMRF 7/1 $ 14,000 13% of all expenses -------- including 9% admin NOTE 1: At this late date, I think a 10% contingency is adequate. However, since there is no email item in the budget, I think that a 13% contingency sounds reasonable.