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StepInstructions
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1The purpose of this requirement is to ensure the financially viability of the next NECYPAA & prepare bid committee's to understand the contractual & operational expenses of hosting & how we pay for it all ! It will also help you all envision your vision for the conference.
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2Review the budget template with a group of trusted servants (Chair, Hotel Chair, Treasurer, etc.). The Bid Committee Treasurer is usually the person driving completion of the budget & entering the data into the template for the bid book but feedback from your committee is vitally important. Recommend having Finance subcomittee's chaired by the Treasurer to work out budget, delegate research of the line items and ensure right of particpation.
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3This is a template to help guide what possible expenses may be, not all of them will be applicable as hotel/AV contracts are different & there may be other things your committee feels is important to their NECYPAA. Please feel free to add and delete rows but be sure to check the formulas are still accurate after editing.
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The Seed Money given to host committee's is included in income. Expenses section has return of seed money, advisory operation costs & prudent reserve target included
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4Please reach out to advisory members for historical data such as registration numbers from past host committees to help inform how you develop your budget.
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5Think about your registration pricing/schedule critically and factor in specifics to your area. Registration will be the vast majority of how you pay for your conference.
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6Forecast Event's & Merch Income & expenses.
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7Treasurer to Review Hotel & AV Contracts with Hotel Chair to ensure that they're accurately reflected in the budget. Each Budget Should be Hotel & AV Contract Specific. There is a Hotel Comparision Tab for a high level overview between the facilities
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8For Each Hotel & AV Contract paring please complete a seperate budget sheet. This is important to identify different scenarios in case there are issues that prevent prefered hotel & AV Vendor from being used
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