Simplified Convention Budget as of 7/1/2019
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SIMPLE CONVENTION BUDGET - as of July 1 - will be updated again
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Projected Expenses
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Food (6 meals + opening reception offsite)$350,282.00
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Snacks and Coffee Bags (in lieu of hotel coffee at $115,200 for 2 hrs/day)
$36,000
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A/V (does not include livestreaming; prior to space expansion)$103,550
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Printing$12,000
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Postage and Shipping$2,500
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Equipment Rental$4,000
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Supplies$500
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Solidarity Fund Scholarships$175,000
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Parlimentarian Services$5,000
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Travel Share Refunds (from the pool)$50,000
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Travel Costs of international and other invited guests$15,000
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Security$15,000
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Insurance (still pending)$ -
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Childcare ($20/hr X 10 hours X 3 Days)$600
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Subtotal$769,432
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10% Sum of Above for Unforeseen Expenses$76,943
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Total Expenses$846,376
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Total Expenses if including Housing Guarantee Owed for 80% Unfilled Rooms
$1,085,341
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Projected Income
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Registration Fees (at original estimated % for each rate)$156,600
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Solidarity Fund Scholarship Fundraising Goal$175,000
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Tabling Fees (to be finalized)$ -
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Travel Share Payments (into the pool)$50,000
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Total Income$381,600
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Total Income if all guaranteed hotel rooms filled$620,565
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Profit (Loss) if all guaranteed hotel rooms filled-$225,811
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Profit (Loss) if only 50% of rooms booked-$297,500
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Cost Per Person Without Housing Guarantee (1200 people)$705
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Cost Per Person With Housing Guarantee Cost (1200 people)$904
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Organizational Cost (w/out housing guarantee factor) Per Regular Registration Delegate
$442
Subsidized %
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Organizational Cost (w/out housing guarantee) Per Early Bird Low Income Delegate
$640
Subsidized %
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Note: YDSA convention and Electeds Gathering not included in calculations.
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Food Costs DetailParticipantsRateTotal
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Thursday Reception (offsite venue)700$24.00$16,800
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Friday Breakfast1,200$24$28,800
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Friday Lunch1,200$44$52,800
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Saturday Breakfast1,200$24$28,800
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Saturday Lunch1,200$44$52,800
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Sunday Breakfast1,200$24$28,800
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Sunday Lunch1,200$44$52,800
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Subtotal$261,600
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25% service fee$65,400
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9% sales tax$23,282
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Total$350,282
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Snack and Coffee Bag to Save on Hotel CoffeeParticipantsPrice per Bag
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Total1,200$30$36,000
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Registration Income Estimate - based on actuals + estimates of remaining
RegistrationsRateTotal
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Actual Participants Regular Registration as of 6/2712$263$3,156
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All remaining Participants - assume Low Income Registration180$100$18,000
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Actual Participants Early Bird Registration376$215$80,840
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Actual Participants Early Bird Low Income Registration432$65$28,080
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Total$130,076
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Housing Costs Detail - DSA pays if 80% of room guarantee isn't filled
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This is inclusive of taxes and feesRoom RateRooms
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Thursday$159.31500$79,655
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Friday$159.31500$79,655
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Saturday$159.31500$79,655
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Total Guarantee$238,965
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Parliamentarian Services$191,172
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What DSA owes hotel if members only fill 50% of room Guarantee$71,690
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