SAACURH Conference Budget

University of Kentucky (2009)

Break Even Point 546 <----Given by ADBA
Budgeted Realized to
Fixed or Variable Budgeted Overall Itemized Budget Cost/Person 500 546 550 575 600 Date
Income
Previous SAACURH Excess (1/2) $5,000.00 $5,000.00
Corporate Sponsors $150.00 $150.00
OCM $150.00
Conference Loan $0.00 $0.00 $0.00
Fundraising $0.00 $0.00
Solicitations/Sponsorship $500.00 $500.00
Pilanthropy $0.00 $0.00
Registration $0.00 $0.00
Delegates
Advisors
Non-member Delegates
Non-member Advisors
Late Fee Delegates @ 10%
Late Fee Advisors @ 10%
Add On Fee $8,190.00 $0.00
Miscellaneous $0.00 $0.00
Total Income $13,840.00 $5,650.00

Expenses
Variable Add-on Fee** $8,190.00 $15.00 $7,500.00 $8,190.00 $8,250.00 $8,625.00 $9,000.00 $0.00
SAA Add-on Fee $8,190.00
Fixed Communication $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $0.00
Fixed Conference Loan Payment $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Variable Entertainment $3,435.75 $3,435.75 $3,435.75 $3,435.75 $3,435.75 $3,435.75 $0.00
Friday Entertainment $2,000.00 $2,000 $2,000 $2,000 $2,000 $2,000
Saturday Entertainment $650.00 $650 $650 $650 $650 $650
Food 785.75 785.75 785.75 785.75 785.75 785.75
Fixed Facilities $1,212.50 $1,212.50 $1,212.50 $1,212.50 $1,212.50 $1,212.50 $0.00
room reservations $512.50 $512.50 $512.50 $512.50 $512.50 $512.50
Tables, Chairs, Silverware $500.00 $500.00 $500.00 $500.00 $500.00 $500.00
Sound Lights for Memorial Hall $200.00 $200.00 $200.00 $200.00 $200.00 $200.00
A/V Setup: for all rooms $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Fixed Hospitality** $1,350.00 $1,350.00 $1,350.00 $1,350.00 $1,350.00 $1,350.00 $0.00
Beverage $625.00 $625.00 $625.00 $625.00 $625.00 $625.00
Food $625.00 $625.00 $625.00 $625.00 $625.00 $625.00
Information Sheets $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
Fixed Liability Insurance $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Variable Meals and Banquet $18,127.20 $16,600.00 $18,127.20 $18,260.00 $19,090.00 $19,920.00 $0.00
Meal Card $1,092.00 $2.00 $1,000.00 $1,092.00 $1,100.00 $1,150.00 $1,200.00
Friday Dinner $4,368.00 $8.00 $4,000.00 $4,368.00 $4,400.00 $4,600.00 $4,800.00
Saturday Breakfast $600.60 $1.10 $550.00 $600.60 $605.00 $632.50 $660.00
Saturday Lunch $3,822.00 $7.00 $3,500.00 $3,822.00 $3,850.00 $4,025.00 $4,200
Banquet Meal $7,644.00 $14.00 $7,000.00 $7,644.00 $7,700.00 $8,050.00 $8,400.00
Sunday Breakfast $600.60 $1.10 $550.00 $600.60 $605.00 $632.50 $660.00
Fixed Miscellaneous $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Fixed Office Supplies** $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $0.00
General $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
Fixed Opening/Closing Ceremonies $542.00 $542.00 $542.00 $542.00 $542.00 $542.00 $0.00
Keynote Speaker $500.00 $500.00 $500.00 $500.00 $500.00 $500.00
Meals $42.00 $42.00 $42.00 $42.00 $42.00 $42.00
Fixed Philanthropy $200.00 $200.00 $0.37 $200.00 $200.00 $200.00 $200.00 $200.00 $0.00
Fixed Postage** $120.00 $120.00 $120.00 $120.00 $120.00 $120.00 $120.00 $0.00
Variable Printing** $500.00 $0.92 $500.00 $500.00 $500.00 $500.00 $500.00 $0.00
Copies $500.00 $500.00 $500.00 $500.00 $500.00 $500.00
Fixed Programming** $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $0.00
Evaluation Sheets $100.00 $100.00 $100.00 $100.00 $100.00 $100.00
Variable Registration** $4,231.50 $3,875.00 $4,231.50 $4,262.50 $4,456.25 $4,650.00 $0.00
Binders and Pens $2,730.00 $5.00 $2,500.00 $2,730.00 $2,750.00 $2,875.00 $3,000.00
Nametags $1,501.50 $2.75 $1,375.00 $1,501.50 $1,512.50 $1,581.25 $1,650.00
Fixed SEC/VIP-12 $3,711.94 $3,711.94 $3,711.94 $3,711.94 $3,711.94 $3,711.94 $0.00
Summer Summit Housing $70.00 $70.00 $70.00 $70.00 $70.00 $70.00
Summer Summit Meals $300.00 $300.00 $300.00 $300.00 $300.00 $300.00
Conference Chair Travel $0.00 $0.00 $0.00 $0.00 $0.00 $0.00
Transportation Vehicles $25.00 $25.00 $25.00 $25.00 $25.00 $25.00
SEC Ex-Officio Housing (2 rooms, 2 nights) $380.92 $95.23 $380.92 $380.92 $380.92 $380.92 $380.92
Conference Housing (8 rooms, 3 nights) $2,285.52 $95.23 $2,285.52 $2,285.52 $2,285.52 $2,285.52 $2,285.52
Meal Card $32.00 $2.00 $32.00 $32.00 $32.00 $32.00 $32.00
Conference Friday Breakfast (13) $14.30 $1.10 $14.30 $14.30 $14.30 $14.30 $14.30
Conference Friday Lunch (13) $91.00 $7.00 $91.00 $91.00 $91.00 $91.00 $91.00
Conference Friday Dinner (16) $128.00 $8.00 $128.00 $128.00 $128.00 $128.00 $128.00
Conference Saturday Breakfast (16) $17.60 $1.10 $17.60 $17.60 $17.60 $17.60 $17.60
Conference Saturday Lunch (16) $112.00 $7.00 $112.00 $112.00 $112.00 $112.00 $112.00
Conference Banquet Meal (17) $238.00 $14.00 $238.00 $238.00 $238.00 $238.00 $238.00
Conference Sunday Breakfast (16) $17.60 $1.10 $17.60 $17.60 $17.60 $17.60 $17.60
Fixed Security and Volunteers** $525.00 $525.00 $525.00 $525.00 $525.00 $525.00 $0.00
Volunteer Identification $60.00 $60.00 $60.00 $60.00 $60.00 $60.00
Volunteer Meals $300.00 $300.00 $300.00 $300.00 $300.00 $300.00
Security $165.00 $165.00 $165.00 $165.00 $165.00 $165.00
Fixed Socials $1,450.00 $1,450.00 $1,450.00 $1,450.00 $1,450.00 $1,450.00 $0.00
Advisors $450.00 $450.00 $450.00 $450.00 $450.00 $450.00
Pres/NCC/St. Assoc. Off. $500.00 $500.00 $500.00 $500.00 $500.00 $500.00
NRHH $300.00 $300.00 $300.00 $300.00 $300.00 $300.00
GLBT $200.00 $200.00 $200.00 $200.00 $200.00 $200.00
Variable Shirts $2,424.00 $2,240.00 $2,424.00 $2,440.00 $2,540.00 $2,640.00 $0.00
Staff Shirts $240.00 $240.00 $240.00 $240.00 $240.00 $240.00
Delegate Shirts $2,184.00 $4.00 $2,000.00 $2,184.00 $2,200.00 $2,300.00 $2,400.00
Spirit/Awards $3,658.00 $3,520.00 $3,658.00 $3,670.00 $3,745.00 $3,820.00 $0.00
Fixed Spirit Supplies & Decorations $1,400.00 $1,400.00 $1,400.00 $1,400.00 $1,400.00 $1,400.00
Variable Delegate Gifts $1,638.00 $3.00 $1,500.00 $1,638.00 $1,650.00 $1,725.00 $1,800.00
Fixed Spirit Awards $620.00 $620.00 $620.00 $620.00 $620.00 $620.00
Fixed Staff Development $1,259.00 $1,259.00 $1,259.00 $1,259.00 $1,259.00 $1,259.00 $0.00
Staff Development $546.00 $1.00 $546.00 $546.00 $546.00 $546.00 $546.00
Conference Staff Meals (+2 Banquets) $278.00 $278.00 $278.00 $278.00 $278.00 $278.00
Conference Staff Banquet $435.00 $29.00 $435.00 $435.00 $435.00 $435.00 $435.00
Fixed Transportation $2,280.00 $2,280.00 $2,280.00 $2,280.00 $2,280.00 $2,280.00 $0.00
CATS Buses 6 buses for 4 hours a piece at $75 an hour $1,800.00 $1,800.00 $1,800.00 $1,800.00 $1,800.00 $1,800.00
3 vans @ $28/day + $.61/ml for 2 days w/ hotel .8 miles away $230.00 $230.00 $230.00 $230.00 $230.00 $230.00
Signs $250.00 $250.00 $250.00 $250.00 $250.00 $250.00
Fixed Technology and Registration $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $100.00 $0.00
Total Expenses Excluding Housing $53,616.89 $50,721.19 $53,616.89 $53,868.69 $55,442.44 $57,016.19 $0.00
Total Conference Cost $47,966.89 $45,071.19 $47,966.89 $48,218.69 $49,792.44 $51,366.19
Per Individual $90.14 $87.85 $87.67 $86.60 $85.61
Fixed Delegate/Advisor Housing
Delegate $47.62 $47.62 $47.62 $47.62 $47.62 $47.62
Advisor $95.23 $95.23 $95.23 $95.23 $95.23 $95.23

TOTAL COST Delegate $137.76 $135.47 $135.29 $134.21 $133.23

Advisor $185.37 $183.08 $182.90 $181.83 $180.84

Rounded Cost
Housing Cost Equation Delegate $136.00
157 Room @ $89 for 2 nights= $29,902.22 Advisor $183.00
Delegate Share of cost (85%) $22,098.12
Advisor Share of cost (15%) $7,799.34
# of Delegates at BEP 464 116
# of Advisors at BEP 82 41
Cost for Delegates $47.62 $22,093.36
Cost for Advisors $95.23 $7,799.34
$29,892.70
-$9.52
 Current
Balance

$0.00
$0.00

$0.00
$0.00
$0.00
$0.00
$0.00

$8,190.00
$0.00
$8,190.00

$8,190.00

$100.00
$0.00
$3,435.75

$1,212.50

$1,350.00

$0.00
$18,127.20

$0.00
$100.00

$542.00

$200.00
$120.00
$500.00

$100.00

$4,231.50

$3,711.94

$525.00

$1,450.00

$2,424.00

$3,658.00

$1,259.00

$2,280.00

$100.00
$53,616.89