Estimated Expense Comparison

1
Estimated Expense Comparison
These figures do not account for any discounts we
may receive or facility labor charges we may incur
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)

• 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 Cincinnatis 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 ¼ of the total) free of charge,
  which helps explain the low catering cost.

2
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
  thruoutso people can use it for impromptu
  discussions, small meetings, presentation prep,
  etc.
• Exhibit hall (can have breakfast, reception,
  here, too)

3
Estimated Expense Comparison
Madison Chattanooga Cincinnati
Catering 27,717 67,228 92,789

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

• Remember--
• Both Chattanooga and Cincinnatis 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 ¼ of the total) free of charge,
  which helps explain the low catering cost.

4
Estimated Expense Comparison
Madison Chattanooga Cincinnati
A/V costs ? 16,104 12,807

• 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 daysopening plenary, banquet)
• 1-2 internet connections each day
• easels/flipcharts, microphones/podium

5
Expense Comparison Issues

• Additional Madison costs (from GWPCs
  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

6
Where will the money come from

• Registrationgoal of 600 people
• full registration (225) est. 400 this level
  90K
• discounted (125) est. 200 at this level 25K
• So, about 115K from registration
• Vendorsgoal of 30-40 paid vendors (20 in
  Madison)
• base fee of 750 (includes 2 registrations)
  22-25K
• Sponsorsabout 18K in additional sponsors in
  Madisoncan we match that again? Exceed it?

Total from registration and vendors 137K
7
Where will the money come from
total from registration and vendors
137K Estimated hard costs 147K
8
How do we begin to develop the 2004 Conference
Structure?

• Each workgroup/goal group of the Council should
  identify 4-5 issues/topics you would like to
  address during the conference.
• 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.

9
Developing the 2004 Conference Structure

• The next slide contains a table with various
  conference components
• 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?
10
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
Poster Session
90 min. session (4-5 concurrent sessions)
90 min. session (4-5 concurrent sessions)
Box Lunch
Workshops longer discussion sessions
Recep- tion
Poster Session
Break
Workshops longer discussion sessions
Poster Session
Sit down Lunch (Award)
90 min. session (4-5 concurrent sessions)
Council Workgroup Discussions
Break
Poster Session
End of Conference Social Event
Closing Plenary
Field Trip