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UPDATED VERSION: 8.28.2026
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ACDA Regional Conference Budget Template
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REGION:
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HOST YEAR:
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SUBMITTED BY:
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LAST UPDATED DATE
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Please complete the form below to create a projected budget. Submit to ACDA Treasurer, Regional Director and the ACDA Executive Director as early as possible and no later than May 1 in the year prior to your conference. The Treasurer and Executive Director will review, comment and work with you, if necessary, to build a budget that ensures both the host institution and the participants will be enriched. All questions and concerns are welcome and encouraged.
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Please Enter Best Estimates on This Form.
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This form includes automatic calculations. Enter figures only in cells that are not highlighted.
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Please do not attempt to enter any figures into a green highlighted field
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INCOME
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REGISTRATION FEES: Recommended Registration Fee = $150/registrant. Coordinators may choose to charge less or more, with a maximum cap of $175/registrant without approval from the National Office.
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ACDA PROCESSING FEES: A $10 processing fee will be added automatically to each registration fee. These fees support the ACDA National Office and are not part of Conference revenue. They are included below in gray because they will go in your conference accounts but they are not conference revenue. Please do not spend or allocate these fees on conference expenses. You will receive an invoice from ACDA for the total amount collected.
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Participant Caps
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Total Participants: The total number of people participating in the conference, including: Registered attendees (paid and unpaid) and Host school volunteers who do not register (student volunteers, faculty, staff, etc.) Use this number for overall event planning and onsite headcount.
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 Maximum Registration Cap – Total number of registered participants, including both paid and unpaid attendees. Does not include host school volunteers, since they do not register. (This is the number displayed on your conference website.)
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Proposed registration fee (between $150-$175)
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Proposed # of Paid Registrants
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Gross Registration Fees (20% ACDA assessment will be listed in Expenses)
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ACDA Processing Fees ($10/paid registration collected on behalf of ACDA. These fees are NOT part of conference revenue)
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Adjudication Fees ($150/registered dance)
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Total # of available adjudication slots
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# of adjudication dances for host institution-no fee (max. 2)
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Total # of paid adjudication slots
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Adjudication Fees Income
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Support from Dean, Department or other source/office on campus (optional)
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Grants (optional)
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Concession/merchandise sale income (optional)
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[Enter anticipated gross sales here. NOTE: Net profits are usually very small.]
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Tickets to performances sold to public (optional)
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Charges for faculty dinner/reception (typical but not required)
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Ads in programs or banners in mobile app (optional)
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Other (Enter details on this page or additional tab)
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TOTAL INCOME RECEIVED (includes ACDA Processing Fee)
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EXPENSESpage 2
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Adjudicator Expense
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Adjudicators: for each adjudicator
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Fees ($1600 ≤ 30 dances; $1800 ≤ 36 dances; $2000$ ≤ 44 dances; $2200 ≤ 48 dances. For more details, click on "Adj Fees" tab below)
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Extra for classes (over 1) or performances (optional)
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Travel (to conference and from conference. Include baggage fees, Uber, rental car, etc.). Enter an estimated average.
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Food--Total for Duration of Conference (hosts must provide food for adjudicators)
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Hotel/lodging-Total for Duration of Conference
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$0.00
Subtotal for one adjudicator
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Shared expenses for adjudicators; for example, rental car, parking pass. (Specify: _______________________)
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$0.00
Adjudicator Expenses Subtotal (subtotal x 3 plus additional shared expenses)
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Personnel Expense
Personnel expenses vary from one conference to conference. You might have some or all of the expenses listed below
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Production Staff (Enter details on this page or additional tab)
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Administrative Support (Enter details on this page or additional tab)
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Guest Teachers (optional)
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Guest Performers (optional)
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Accompanists/Musicians (optional) (Standard rate: $40+/hour)
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Other Personnel (Specify: _______________________)
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Personnel Expenses Subtotal
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Office Expense & Supplies
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Mobile App (2027: $800- ACDA will pay for the app upfront and bill coordinators at the end of the conference)
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Printing (Mobile app use will minimize printing costs. See Sustainable Events Practices in Hub)
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Office supplies (Mobile app use will minimize printing costs. See Sustainable Events Practices in Hub)
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T-shirt cost or other merchandise for sale to participants
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T-shirts or other identifying supplies for Host school volunteers
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Name tags and wristbands (HIGHLY recommended- Tip:you can purchase blank wristbands on amazon for very cheap. They do not need to be personalized! Pass them on to the next host as sustainable practice)
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Signage (Budget $200+)
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Credit Card Transaction Fees (if accepting credit cards as form or payment)
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Other (Enter details on this page or additional tab)
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Office Expenses Subtotal
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Food and Social Event Expense – (recommended allocation of 10-15% of registration fee for food, excluding meals paid for by participant, e.g., faculty dinner)
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Recommended range for social events expenses at your conference:
 $ - to $ -
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If your expenses do not fall within this range, e.g., sponsored-events, donations, etc., please explain:
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Social events: Food Expenses (Student, Gala, etc.)
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Social events: Non-Food Expenses (DJ, decorations, etc.)
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Faculty Social Event without additional Fee (list here only if no additional fee will be charged)
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Lounges (Faculty, Musicians, Student)
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Social Event Expenses Subtotal
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