# Presentation: 149504

## Estimated Expense Comparison

|  | Madison | Chattanooga | Cincinnati |
| --- | --- | --- | --- |
| Meeting space | ? | $8,740 | $0 |
| Catering | $27,717 | $67,228 | $92,789 |
| A/V costs | ? | $16,104 | $12,807 |
| Total | $60,932 | $92,072 | $105,596 |
| Total per attendee | $152
(per 400 people) | $154
(per 600 people) | $176
(per 600 people) |

- These figures do not account for any discounts we may receive or facility labor charges we may incur

- GWPC lists total cost for facility as $60,932, invoice from Monona catering was $27,717.  So, meeting space and A/V make up the bulk of the difference ($33K).
- Both Chattanooga and Cincinnati’s catering estimates include a more diverse selection of breakfast food than was offered in Madison.  For example, these figures include juices, fruit, bagels, etc (not included in Madison and a common complaint.
- The Monona Terrace provided all vegetarian lunches (nearly 1⁄4 of the total) free of charge, which helps explain the low catering cost.

**Notes:**
Madison figures come from GWPC report and itemized catering/banquet invoice from Monona Terrace.  Ben didn’t break down

Chattanooga and Cincinnati figures come from estimate received from the Netherland Hotel (Cincinnati) and Chattanooga Convention Center

## Estimated Expense Comparison

|  | Madison | Chattanooga | Cincinnati |
| --- | --- | --- | --- |
| Meeting space | ? | $8,740 | $0 |

**For Chattanooga & Cincinnati...**
- Meeting space estimate based on same needs as in Madison
- 5 breakout rooms for 4 days (hold between 65-150 people in theater setup), smallest for staff/ready room
- Additional small rooms informal discussion sessions, lunch meetings
- General session room (opening & closing plenaries)
- Banquet room (lunches, receptions, breakfast, breaks)—in Chattanooga, we can have this room set up (capacity is over 600) with tables and chairs thruout—so people can use it for impromptu discussions, small meetings, presentation prep, etc.
- Exhibit hall (can have breakfast, reception, here, too)

**Notes:**
Madison figures come from GWPC report and itemized catering/banquet invoice from Monona Terrace.  Ben didn’t break down

Chattanooga and Cincinnati figures come from estimate received from the Netherland Hotel (Cincinnati) and Chattanooga Convention Center

## Estimated Expense Comparison

**For Cincinnati and Chattanooga...**
- Catering estimates based on 600 people—
- 4 continental breakfasts
- 2 boxed lunches, 1 banquet lunch
- 3 afternoon breaks
- 2 receptions

|  | Madison | Chattanooga | Cincinnati |
| --- | --- | --- | --- |
| Catering | $27,717 | $67,228 | $92,789 |

- Remember--
- Both Chattanooga and Cincinnati’s catering estimates include a more diverse selection of breakfast food than was offered in Madison.  For example, these figures include juices, fruit, bagels, etc (not included in Madison and a common complaint.
- The Monona Terrace provided all vegetarian lunches (nearly 1⁄4 of the total) free of charge, which helps explain the low catering cost.

**Notes:**
Madison figures come from GWPC report and itemized catering/banquet invoice from Monona Terrace.  Ben didn’t break down

Chattanooga and Cincinnati figures come from estimate received from the Netherland Hotel (Cincinnati) and Chattanooga Convention Center

## Estimated Expense Comparison

**For Cincinnati and Chattanooga...**
- A/V estimates based on same needs as in Madison
- 5 LCD projectors, 5 laptops each for 4 days (2 extra for 2 days—opening plenary, banquet)
- 1-2 internet connections each day
- easels/flipcharts, microphones/podium...

|  | Madison | Chattanooga | Cincinnati |
| --- | --- | --- | --- |
| A/V costs | ? | $16,104 | $12,807 |

**Notes:**
Madison figures come from GWPC report and itemized catering/banquet invoice from Monona Terrace.  Ben didn’t break down

Chattanooga and Cincinnati figures come from estimate received from the Netherland Hotel (Cincinnati) and Chattanooga Convention Center

## Expense Comparison Issues

-   Additional Madison costs (from GWPC’s breakdown):
-   Vendor set-up		$3,036
-   Postage & shipping	$29,680
-   Printing			$18,615
-   Bus charters		$1,690
-   Registration materials	$1,333
-   Proceedings CD		$275
-   **TOTAL****	****	****	****$54,629**** **

## Where will the money come from...

- Registration—goal of 600 people
- full registration ($225) est. 400 this level = $90K
- discounted ($125) est. 200 at this level = $25K
- So, about **$115K** from registration
- Vendors—goal of 30-40 paid vendors (20+ in Madison)
- base fee of $750 (includes 2 registrations) = $22-25K
- Sponsors—about $18K in additional sponsors in Madison—can we match that again?  Exceed it?

**Total from registration and vendors = $137K**

## Where will the money come from...

**total from registration and vendors = $137K**
**Estimated hard costs = $147K**

## How do we begin to develop the 2004 Conference Structure?

**Think about which pieces of the framework the issues address.**
**  ****For each of the issues, workgroups should make an initial decision as to whether the appropriate format would be paper presentations, skills/training workshop, or panel/facilitated discussion.**
**Indicate if you have a lead person/speaker in mind.**
**  ****Then we can indicate which piece(s) of the framework each ****session (90 minute, or longer) relates to.  This may allow for greater flexibility and innovation than a traditional track structure.**

## Developing the 2004 Conference Structure...

-  90 minute sessions
-  Workshops & longer discussion sessions
-  Poster sessions
-  Lunch and breaks
-  Opening and Closing Plenary, Receptions, etc.

- Start to play around with the conference organization.
- Based on your issues/themes and their appropriate formats, what should go where?

## Sample Structure... PLAY AROUND with the pieces!

|  | Morning | Afternoon & Early Evening |
| --- | --- | --- |
| Monday |  |  |
| Tuesday |  |  |
|  Wednesday |  |  |
| Thursday |  |  |

- Opening
- Plenary

- Break

- 90 min. session
- (4-5 concurrent
- sessions)

- Box
- Lunch

- Workshops & longer
- discussion sessions

- 90 min. session
- (4-5 concurrent
- sessions)

- 90 min. session
- (4-5 concurrent
- sessions)

- Box
- Lunch

- Workshops & longer
- discussion sessions

- Recep-
- tion

- Workshops & longer
- discussion sessions

- Poster
- Session

- Poster
- Session

- Sit down
- Lunch
- (Award)

- 90 min. session
- (4-5 concurrent
- sessions)

- Council Workgroup
- Discussions

- Poster
- Session

- Closing Plenary

- Poster
- Session

- End of Conference
- Social Event

- Field Trip

- Break

- Break