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2026 Evergreen International Conference Budget
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 2026 Budget Projections 2026 Budget Actual - Estimated2026 +/-Notes
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RevenueActual v.
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Line item amount quantity total amount quantity total Projected
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RegistrationTimeline:
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full conference, Super early (prior to 12/31/25) $ 275.00 60 $ 16,500.00 $ 275.00 31 $ 8,525.00 $ (7,975.00)
Super Early deadline if Dec 31, 2025
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full conference, early (1/1/26-2/28/26) $ 300.00 60 $ 18,000.00 $ 300.00 33 $ 9,900.00 $ (8,100.00)
Jan 1 - Feb 28, 2026
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full conference, regular (3/1/26 and later) $ 600.00 60 $ 36,000.00 $ 600.00 60 $ 36,000.00 $ -
Regular starts March 1, 2026
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pre-conference $ 100.00 65 $ 6,500.00 $ 100.00 57 $ 5,700.00 $ (800.00)
Extend early bird to March 9
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0 $ - $ -
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0 $ - $ -
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Exhibitor/Sponsor free registration $ - 3 $ - $ - 0 $ - $ -
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Registration sub-total248 $ 77,000.00 181 $ 60,125.00 $ (16,875.00)
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Exhibitors
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Early $ 1,300.00 14 $ 18,200.00 $ 1,300.00 3 $ 3,900.00 $ (14,300.00)
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Regular $ 2,500.00 0 $ - $ 2,500.00 0 $ - $ -
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Included with Sponsorship $ - 0 $ - 5
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Exhibitors sub-total14 $ 18,200.00 8 $ 3,900.00 $ (14,300.00)
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Sponsorships
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 $ -
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Sustaining $ 10,000.00 1 $ 10,000.00 $ 10,000.00 2 $ 20,000.00 $ 10,000.00
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Champion $ 5,000.00 3 $ 15,000.00 $ 5,000.00 2 $ 10,000.00 $ (5,000.00)
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Advocate $ 2,500.00 3 $ 7,500.00 $ 2,500.00 2 $ 5,000.00 $ (2,500.00)
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Ally $ 1,250.00 6 $ 7,500.00 $ 1,250.00 2 $ 2,500.00 $ (5,000.00)
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Donations0 $ - $ - $ -
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extra reg, early $ 220.00 4 $ 880.00 $ 220.00 $ - $ (880.00)
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extra reg, regular $ 250.00 0 $ - $ 250.00 $ - $ -
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Sponsorship sub-total17 $ 40,880.00 8 $ 37,500.00 $ (3,380.00)
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TOTAL ALL REVENUE $ 136,080.00 $ 101,525.00 $ (34,555.00)
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2026 +/-
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ExpensesActual v.
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Line item amount quantity total amount quantity total Projected
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Food and Beverage
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Wednesday (pre-conference)
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Breakfast
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AM Break
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Lunch $ - 65 $ - $ 5,200.00
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PM Break $ 24.00 65 $ 1,560.00
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All day beverage $ - 0 $ - $ 2,185.00
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Wed subtotal$1,560.00 $ 7,385.00 $ 5,825.00
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Thursday
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Breakfast $ 66.00 180 $ 11,880.00 $ 8,840.00
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All day beverage180 $ - 3840
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am Break $ 77.00 0 $ - $ 3,120.00
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PM Break $ 24.00 180 $ 4,320.00 $ 3,510.00
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Reception $ 55.00 180 $ 9,900.00 $ 13,380.00
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Thu subtotal$26,100.00 $ 32,690.00 $ 6,590.00
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Friday
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Breakfast $ 66.00 180 $ 11,880.00 $ 9,880.00
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All day beverage180 $ - $ 4,062.00
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AM break $ 77.00 180 $ 13,860.00 $ 3,120.00
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PM Break $ 24.00 180 $ 4,320.00 $ 3,510.00
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Fri subtotal$30,060.00 $ 20,572.00 $ (9,488.00)
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Saturday
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Breakfast - Continental $ 56.00 180 $ 10,080.00 0 $ 8,840.00
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All day beverage80 $ - 1803
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Sat subtotal $ 10,080.00 $ 10,643.00 $ 563.00
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Food & Beverage sub-total $67,800.00 $ 71,290.00 $ 3,490.00
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F&B service charge (gratuity)25% $ 16,950.00 25% $ 17,822.50
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Sales tax10% $ 6,983.40 12% $ 8,554.80
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Bartender Fee $ 200.00 4 $ 800.00 $ 100.00 0 $ -
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TOTAL Food & Beverage $ 92,533.40 $ 101,595.36 $ 9,061.96
this is the actual total, not the calculated total from the spreadsheet
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Meeting Room Rental
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Meeting Rooms $ 10,000.00 1 $ 10,000.00 $ 10,000.00 1 $ 10,000.00
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 $ - service charge 0 $ 2,500.00
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 $ - $ - tax 0 $ 1,312.00
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SubTotal $ 10,000.00 1 $ 13,812.00 $ 3,812.00
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sub-total w/Discount $ 10,000.00 $ 13,812.00 $ 3,812.00
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Admin Tax 10% $ 700.00 $ -
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TOTAL Meeting Rooms $ 10,700.00 $ 13,812.00 $ 3,112.00
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Keynote Speaker
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travel $ - 1 $ - $ -
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meals & incidentals $ - 1 $ - $ -
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honorarium $ - 1 $ - 0 $ -
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hotel $ - 1 $ - $ -
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TOTAL Keynote $ - $ - $ -
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Technology & AV
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A/V $ 5,000.00 3 $ 15,000.00 $ 18,699.75
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Setup and Strike $ 2,250.00 1 $ 3,450.00 $ 5,820.00
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Wi-Fi $ 2,810.00 4 $ 11,240.00 HSIA services $ 3,159.00
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 $ -
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 $ -
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AV Subtotal Before Fees $ 29,690.00 $ 27,678.75 $ (2,011.25)
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AV service charge (taxable)0% $ - $ - $ -
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AV Taxes10.10% $ 2,998.69 $ 2,574.75 $ (423.94)
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Labor & Expenses $ - $ -
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TOTAL AV $ 32,688.69 $ 30,253.50 $ (2,435.19)