IEEE GLOBECOM 2009Budget

GIMS, May 2008

Budget/Financial Reporting Process 24 Months before event – preliminary budget, present to GIMS, open bank account 18 Months before event – update to GIMS 12 Months before event – update to GIMS 9 Months before event – formal expo budget compiled 6 Months before event – review final budget to ensure registration fees are in place to

minimize the risk of not meeting the desired surplus 2 to 6 months before event – continue updating expenses as the become known. Accounting for

registration and expo related revenue. 6 to 8 weeks before event – start to compile financial forecast. 3 weeks before event – review the forecast in comparison to budget to see if any expense

adjustments can be made. Strategize to see how to insure against existing attrition exposure (should be 4-5 weeks before).

At conference – last minute expense updates, in prep for wrap-up meeting. Bring the conference checkbook.

0-6 months after event – Pay the bills, do final accounting for revenue, etc. 6 months after – should have actuals in place, closing down. Goal to show actuals within +/-

10% of the forecast offered at the wrap-up. 12 months after event –final financial report at IEEE (final GIMS mtg travel voucher). 13-14 months after event – audit completed Monthly – attend meetings/review minutes to see if any decisions were made affecting the

budget, offer financial advice.

Awards Luncheon costs (individual ticket) $ 60.00

Conference Banquet costs (individual ticket) $ 120.00

$ 180.00 This total will automatically populate the appropriate cells for the FULL fees below

ComSocMember

IEEEMember Non-Member

ComSocMember

IEEEMember Non-Member

FULL REGISTRATION FEES       LIMITED 3-DAY FEES      

Advance (proposed) $ 780.00 $ 822.00 $ 1,050.00 Advance (proposed) $ 600.00 $ 642.00 $ 870.00

  '09 GIMS Apv'd: $ 600.00 $ 642.00 $ 870.00   '09 GIMS Apv'd: $ 600.00 $ 642.00 $ 870.00

  Lunch+Banq. $ 180.00 $ 180.00 $ 180.00 Late (proposed) $ 720.00 $ 762.00 $ 1,040.00

  Total FULL $ 780.00 $ 822.00 $ 1,050.00   '09 GIMS Apv'd: $ 720.00 $ 762.00 $ 1,040.00

Late (proposed) $ 900.00 $ 942.00 $ 1,220.00

  '09 GIMS Apv'd: $ 720.00 $ 762.00 $ 1,040.00

  Lunch+Banq. $ 180.00 $ 180.00 $ 180.00

  Total FULL $ 900.00 $ 942.00 $ 1,220.00 LIMITED 1-DAY FEES      

Advance (proposed) $ 420.00 $ 462.00 $ 615.00

STUDENT FEES           '09 GIMS Apv'd: $ 420.00 $ 462.00 $ 615.00

Advance (proposed) $ 300.00 $ 300.00   Late (proposed) $ 510.00 $ 552.00 $ 735.00

  '09 GIMS Apv'd: $ 300.00 $ 300.00     '09 GIMS Apv'd: $ 510.00 $ 552.00 $ 735.00

Late (proposed) $ 360.00 $ 360.00  

  '09 GIMS Apv'd: $ 360.00 $ 360.00  

LIFE MEMBER FEES       ADDITIONAL CONFERENCE PROCEEDINGS CD-ROM

Advance (proposed) $ 50.00 $ 50.00   Proposed $ 75.00 $ 75.00 $ 75.00

  '09 GIMS Apv'd: $ 50.00 $ 50.00     '09 GIMS Apv'd: $ 75.00 $ 75.00 $ 75.00

Late (proposed) $ 50.00 $ 50.00  

  '09 GIMS Apv'd: $ 50.00 $ 50.00  

Other Assumptions

Estimated paid attendance : 1,500 plus 25 for the exhibit floor only Prices (previous slide), equal to GIMS suggested Includes EXPO budget; mirrors GLO’08 Expo budget 15 Tutorials 15 OC member trips for travel to GIMS Meetings, 2 ExCom Mtgs in

Hawaii, plus supported travel to GLOBECOM’09 Speakers Breakfast Selling Boxed Lunches on days other than “Awards Lunch” day Added expense to provide coffee breaks and lunch to those attending the

workshops and tutorials Added expense to support Keynote Speakers (honoraria or travel)

Other Assumptions: Marketing$125K

CFP Ads Announcement Ads Giveaways Ads in EE Times, IEEE Spectrum, and other Telecom

Pubs. List Rentals/ Purchases Expo Brochure Postcards Google Adwords

Other Assumptions

Advance Program: Print, 24 pages, 20,000 estimated quantity

Meeting Room Rental Needed - $47,000

Patronage: estimated at $75K

Expo Exhibit Sales: 25 @ $3,300 per 100sq ft., $2,300 (or 30% off) if they sign up to exhibit at GLO’08 and GLO’09

Food and Beverage Spending (per person)– Welcome Reception $110– Speaker’s Breakfast $ 35– Coffee Breaks $ 15– Awards Luncheon $ 60– Boxed Lunch Days $ 10– Banquet $120– Tutorial Lunch $ 25

Bottom Line

Conf Only Conf+Expo

Revenue $1,042K $1,318K

Expense $ 778K $1,011K

Surplus $ 264K $ 307K

Percentage 34% 30%