SAMPE 2013 Preliminary Budget for BoD Review

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Summary SAMPE Budget FYE 6/30/13 24 - FALL TECH. 2012 - CHARLESTON (ISTC 44) ----Fall Tech 2010 Salt Lake (ISTC 42)---- ----Fall Tech 2011 Fort Worth (ISTC 43)--- ---Fall Tech 2012 N. Charleston (ISTC 44)--- Attendees Price Actual Attendees Price Approved Attendees Price Approved Comments Amount 2011 2012 Budget 2013 Budget Total No. of Paid Attendees 409 268 403 Pre-Registrations -Early Bird: 6380 Full Package Member 26 $ 590 $ 15,340 20 $ 590 $ 11,800 25 $ 590 $ 14,750 6380A Full Package Member 6381 Full Package Non Member 39 $ 690 $ 26,910 33 $ 690 $ 22,770 35 $ 690 $ 24,150 Subtotal Early Birds 65 $ 42,250 53 $ 34,570 60 $ 38,900 Pre- Registrations 6380A Premium Registration-Member 10 $ 845 $ 8,450 - $ 615 $ - 10 $ 845 $ 8,450 6381A Premium Registration-Non-Member 31 $ 945 $ 29,295 - $ 945 $ - 30 $ 945 $ 28,350 6401 Full Package Member 16 $ 645 $ 10,320 25 $ 645 $ 16,125 20 $ 645 $ 12,900 6402 Full Package Non Member 34 $ 745 $ 25,330 30 $ 745 $ 22,350 32 $ 745 $ 23,840 6403 Presenter/Chair /Sess. Member 28 $ 420 $ 11,760 22 $ 420 $ 9,240 25 $ 420 $ 10,500 6404 Presenter /Char /Sess. Non Member 57 $ 485 $ 27,645 26 $ 485 $ 12,610 55 $ 485 $ 26,675 One Day Registrations 6411/13/6382 Member 9 $ 255 $ 2,295 13 $ 255 $ 3,315 13 $ 255 $ 3,315 6412/14/6383 Non Member 12 $ 350 $ 4,200 13 $ 350 $ 4,550 13 $ 350 $ 4,550 6415/17/19 Presenter /Chair/Sess. Member - $ 165 $ - 4 $ 165 $ 660 8 $ 165 $ 1,320 6416/18/20 Presenter /Chair/Sess. Non Member - $ 228 $ - 21 $ 228 $ 4,788 21 $ 228 $ 4,788 Student 6409 Member 14 100 $ 1,400 6410 Non Member 24 $ 140 3,360 $ 9 $ 100 $ 900 12 100 $ 11 $ 140 $ 1,540 22 140 $ $ 1,200 $ $ 3,080 Subtotal Pre-registrations 235 $ 124,055 174 $ 76,078 261 $ 128,968 On-Site - Registrations 6430 Full Package Member 16 $ 735 $ 11,760 10 $ 735 $ 7,350 15 $ 735 $ 11,025 6431 Full Package Non Member 20 $ 835 $ 16,700 10 $ 835 $ 8,350 20 $ 835 $ 16,700 6432/34 Presenter Member 9 $ 478 $ 4,302 - $ 478 $ - 8 $ 478 $ 3,824 6433/35 Presenter Non Member 8 $ 543 $ 4,344 - $ 543 $ - 8 $ 543 $ 4,344 6404 One Day Registrations 6386/88/90 Member 13 $ 305 $ 3,965 4 $ 305 $ 1,220 12 $ 305 $ 3,660 6387/89/91 Non Member 4 $ 400 $ 1,600 2 $ 400 $ 800 4 $ 400 $ 1,600 6404 Session/Chair/Author Non Member $ 485 $ - - $ 485 $ - $ 485 $ - 6415/17/19 Session/Chair/Author Member 13 $ 165 $ 2,145 4 $ 165 $ 660 4 $ 165 $ 660 6416/18/20 Session/Chair/Author Non Member 21 $ 228 $ 4,788 6 $ 228 $ 1,368 6 $ 228 $ 1,368 Student 6409B Member 1 $ 140 $ 140 1 $ 140 $ 140 1 $ 140 $ 140 6410B Non Member 4 $ 180 $ 720 4 $ 180 $ 720 4 $ 180 $ 720 (1,038) $ Subtotal On-Site registrations 109 49,426 $ 41 $ 20,608 82 $ 44,041 Total Registration 409 $ 215,731 268 $ 131,256 403 $ 211,909 Tutorials 6450 Full Reg Package 45 $ 150 $ 6,750 75 $ 150 $ 11,250 75 $ 150 $ 11,250 6470 Student 14 $ 75 $ 1,050 9 $ 75 $ 675 9 $ 75 $ 675 6480 Others 19 $ 200 $ 3,800 6 $ 200 $ 1,200 6 $ 200 $ 1,200 6460 Others - $ - $ - $ - $ - $ - $ - Subtotal Tutorials $ 11,600 90 $ 13,125 90 $ 13,125 6020 Books / CD's 4 $ 90 $ 785 15 $ 100 $ 1,500 15 $ 100 $ 1,500 ITAR CD's 19 $ 40 $ 760 10 $ 35 $ 350 10 $ 35 $ 350 If 10 papers or less, price is $35 10+ price is $50 6050 Other Income - Exhibit 81 $ 2,100 $ 170,100 68 $ 2,100 $ 142,800 105 $ 2,100 $ 220,500 105 - 8 x 10 booths @ $2,100 (RL& EP) 6050 " " " 45 $ 975 $ 43,875 14 $ 975 $ 13,650 16 $ 975 $ 15,600 16 - Tabletops @ $975 (RL& KC) 6050 Other Income Sponsorship $ 23,800 $ 10,000 $ 10,000 6050 Final Program Advertising $ 14,055 $ 9,500 $ 9,500 6050 All others - Luncheon, Dinner etc. . . $ (2,100) 80 $ 35 $ 2,800 - $ 35 $ - Plant Tour Fee Subtotal Other Revenues $ 251,275 187 $ 180,600 146 $ 257,450 Grand total Revenues $ 478,606 $ 324,981 $ 482,484 Expenses: 8825 Advertising $ - $ 2,000 $ 5,000 $ 2,500 ML (2 list rentals of 5K names each) $ 2,500 EP Exhibit sales advertisement 24 - SAMPE Fall Tech
Summary SAMPE Budget FYE 6/30/13 24 - FALL TECH. 2012 - CHARLESTON (ISTC 44) ----Fall Tech 2010 Salt Lake (ISTC 42)---- ----Fall Tech 2011 Fort Worth (ISTC 43)--- ---Fall Tech 2012 N. Charleston (ISTC 44)--- Attendees Price Actual Attendees Price Approved Attendees Price Approved Comments Amount 2011 2012 Budget 2013 Budget 8830 Awards $ 500 $ 1,750 $ 1,750 $ 750 $ 750 VIP Gifts $ 1,000 $ 1,000 Cash Award - Best Paper (ML) $ - $ - All Others 8833 Bank Charges $ 19,092 $ 12,999 $ 19,299 4.0% (Credit Card Discounts @ 4% of Revenue) 8835 Books / CDs $ 7,340 $ 7,350 $ 7,500 Proceedings of 400 CDs with 150 papers 8838 Commission/Bonus $ 4,623 $ 4,138 $ 4,138 $ 2,138 $ 2,138 Ads. Final Program: $9,500 x 22.5% $ 2,000 $ 2,000 Sponsors: $10,000 x 20% 8849 Rental of Facilities $ 9,460 $ - $ 32,133 Omni Hotel - Hall A & B and session room fee 8850 Decorator $ 18,080 $ 7,280 $ 14,000 Based on 2012 GES contract (RL) $ 1,020 $ 1,050 Booths 105 @ $10.00 $ 910 $ 880 Tabletops 16 @ $55.00 $ - $ 570 Sponsor Booths $ 300 Masking $ - $ 6,000 Exhibit Hall Carpet $ 1,500 $ - Registration Counters - Graphics 8 Counters (No charge) $ - $ 1,200 Cyber Lounge $ 150 $ 500 Janitorial $ 1,500 Sales Office $ 3,700 $ 2,000 Signs - 1 meter 8854 Freight/Shipping $ 2,410 $ 2,600 $ 3,000 $ - $ - Shipping prelim. programs to International Countries (JS) $ 250 $ 250 Shipping final programs to conference (JS) $ 2,100 $ 2,500 Freight from SAMPE & return. $ 250 $ 250 Shipping Conference CD 8858 Insurance $ - $ 1,000 Approx. 1/3 of General Liability 8863 Lodging $ 6,485 $ 10,865 $ 8,619 $ 1,816 $ 1,352 Co-General Chairs 2 rooms x 4 nts x $169 (RL) $ 1,816 $ 1,352 Co-Technical Chairs 2 rooms x 4 nts x $169 (RL) $ 5,190 $ 5,070 5 Staff (MT, RL, PH, JH, EP) x 6 nts x $169 $ 1,362 $ 507 Site Visits (3 x 1 night X $169) $ 681 $ 338 1 Keynote 2 nights x $169 - (SS) 8865 Mail Service $ 3,390 $ 4,225 $ 4,500 $ 2,500 $ 3,000 Preliminary Program 30,000 pcs. (JS MT) $ - $ - Special Track Brochure 10,000 pc (JS) $ 750 $ 750 Postcard #1 - 10,000 pcs (JS) $ 750 $ 750 Postcard #2 - 15,000 pcs (JS ML) $ 225 $ - Presort charges for Exh Brochure (3,000 pcs.) EP 8868 Meals (Luncheon, Banquets) $ 25,786 $ 42,940 $ 60,890 $ 2,400 $ 3,800 Speakers Orientation - Cont. Brkft (RL) $ 14,000 $ 15,300 Tuesday Welcome Reception (RL) $ 8,750 $ 20,000 2 Lunches in Exhibit Hall (400 pp x 2 days x $25) $ 7,000 $ 9,900 Thursday Luncheon (220 pp x $45) $ 1,890 $ 1,890 Staff 5 x 7 x $54 (MT) $ 8,900 $ 10,000 Coffee Session Rooms & Exhibit Hall 8870 Miscellaneous $ 31,297 $ 19,348 $ 29,348 $ 16,348 224 $ 22,848 Membership allocation 224 x $102 $ 500 $ 500 Student Volunteer Expenses $ 2,500 $ 6,000 Committee expense 8882 Office Supplies $ 3,948 $ 4,150 $ 5,600 $ 2,000 $ 2,000 800 tote bags $2.50 each (PP) $ 800 $ 2,400 Lanyards 1200@$2.00/ea(PP) $ 300 $ 300 Ribbons (PH) $ 650 $ 650 Badges Stock and Supplies $ 400 $ 250 Copier allocation (MK) 8884 Outside Labor $ 15,584 $ 18,148 $ 14,079 $ - $ 1,050 Bus service - off site event. (RL) $350 x 3 buses $ 700 $ - Bus service for plant tours 2 buses $350 $ 1,000 $ 3,000 Temps for Registration and Conf. (PH) 24 - SAMPE Fall Tech
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SAMPE 2013 Preliminary Budget for BoD Review

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