IASL Conferences: Planning

Suggested budget guidelines for hosting an IASL conference

See also IASL Conference Planning and Management: A Handbook
See also Partnership Agreement for Hosting an IASL Conference
See also IASL Call for Proposals application form

Establish a budget at least two and a half years before the conference and update it periodically. The following list of accounts provides a broad range of income and expenditure that needs to be considered in the establishment of a budget. The host group may identify additional budget items.

Income

Bank interest
Registration

Full participant fee - member: early bird rate
Full participant fee - member: standard rate
Full participant fee - non-member: early bird rate
Full participant fee - non-member: standard rate
Full-time student (that is someone who is not in receipt of income due to commitment to full-time study)
Local participant fee, is separate to the above items
Speaker registration, if providing a discount in recognition of contribution to the conference event
Day participant fee

Catering and beverages, some events may be on a separate line on the registration form, e.g. conference dinner (see breakdown costs)
Special events, e.g. tours, school visits, if applicable
Sponsorship

Seeding funds (totally refundable to IASL Inc.)

Expenditure

Accommodation (if arranging)
Audit/Accountant/Legal fees
Bank and merchant fees
Catering,if separate line on the registration form, e.g. conference dinner (see breakdown below)
Equipment hire
Conference Management Service fee, if appointing a commercial group
Insurance, if required and not supplied by the conference venue
Logo
Nametags
Postage and shipping/freight
Presenters / VIPs

Accommodation
Airfares / travel
Fee for service, if applicable
Gifts

Printing

Expressions of Interest/Call for Abstracts
Registration booklet
Program booklet
Certificate of Attendance
Proceedings

Signage
Publicity and advertising
Satchels
IASL booth/stand, at conference, preferably near main registration area
IASL Meetings (outside conference programme - Executive and Board -- includes room hire and catering
IASL Executive -- registration and accommmodation (to be negotiated)
Special events, if applicable, linked to income stream
Stationery
Technology
Telephone/Fax
Trade exhibition
Transport
Venue
Website

Contingency 10% of budget

Seeding funds return

Additional information for breakdown costs

Catering

Welcome reception
Morning tea
Afternoon tea
Lunch
Conference dinner
Other catering events

Trade Exhibitor (usually for two people)

Booth
Morning tea
Afternoon tea
Lunch
Conference dinner
Other catering events
Administration fee
Welcome reception
Badge
Satchel
1 item insert in satchel (negotiable)

Last Updated 31 May 2006(KSB)