Estimated Expense Comparison

MadisonChattanooga

Cincinnati

Meeting space

? $8,740 $0

Catering $27,717 $67,228 $92,789

A/V costs ? $16,104 $12,807

Total $60,932 $92,072 $105,596

Total per attendee

$152(per 400 people)

$154(per 600 people)

$176(per 600 people)

These figures do not account for any discounts we may receive or facility labor charges we may incur

GWPC lists total cost for facility as $60,932, invoice from Monona catering was $27,717. So, meeting space and A/V make up the bulk of the difference ($33K).

Both Chattanooga and Cincinnati’s catering estimates include a more diverse selection of breakfast food than was offered in Madison. For example, these figures include juices, fruit, bagels, etc (not included in Madison and a common complaint.

The Monona Terrace provided all vegetarian lunches (nearly ¼ of the total) free of charge, which helps explain the low catering cost.

Estimated Expense Comparison

MadisonChattanooga

Cincinnati

Meeting space

? $8,740 $0

For Chattanooga & Cincinnati…Meeting space estimate based on same needs as in Madison

5 breakout rooms for 4 days (hold between 65-150 people in theater setup), smallest for staff/ready room

Additional small rooms informal discussion sessions, lunch meetings

General session room (opening & closing plenaries)

Banquet room (lunches, receptions, breakfast, breaks)—in Chattanooga, we can have this room set up (capacity is over 600) with tables and chairs thruout—so people can use it for impromptu discussions, small meetings, presentation prep, etc.

Exhibit hall (can have breakfast, reception, here, too)

Estimated Expense Comparison

For Cincinnati and Chattanooga…Catering estimates based on 600 people

—

4 continental breakfasts

2 boxed lunches, 1 banquet lunch

3 afternoon breaks

2 receptions

MadisonChattanooga

Cincinnati

Catering $27,717 $67,228 $92,789

Remember--

Both Chattanooga and Cincinnati’s catering estimates include a more diverse selection of breakfast food than was offered in Madison. For example, these figures include juices, fruit, bagels, etc (not included in Madison and a common complaint.

The Monona Terrace provided all vegetarian lunches (nearly ¼ of the total) free of charge, which helps explain the low catering cost.

Estimated Expense Comparison

For Cincinnati and Chattanooga…A/V estimates based on same needs as in Madison

5 LCD projectors, 5 laptops each for 4 days (2 extra for 2 days—opening plenary, banquet)

1-2 internet connections each day

easels/flipcharts, microphones/podium…

MadisonChattanooga

Cincinnati

A/V costs ? $16,104 $12,807

Additional Madison costs (from GWPC’s breakdown):

Vendor set-up $3,036

Postage & shipping $29,680

Printing $18,615

Bus charters $1,690

Registration materials $1,333

Proceedings CD $275

TOTAL $54,629

Expense Comparison Issues

Registration—goal of 600 people

full registration ($225) est. 400 this level = $90K

discounted ($125) est. 200 at this level = $25K

So, about $115K from registration

Vendors—goal of 30-40 paid vendors (20+ in Madison)

base fee of $750 (includes 2 registrations) = $22-25K

Sponsors—about $18K in additional sponsors in Madison—can we match that again? Exceed it?

Where will the money come from…

Total from registration and vendors = $137K

total from registration and vendors = $137K

Estimated hard costs = $147K

Where will the money come from…

Each workgroup/goal group of the Council should identify 4-5 issues/topics you would like to address during the conference.

Think about which pieces of the framework the issues address.

For each of the issues, workgroups should make an initial decision as to whether the appropriate format would be paper presentations, skills/training workshop, or panel/facilitated discussion.

Indicate if you have a lead person/speaker in mind.

Then we can indicate which piece(s) of the framework each session (90 minute, or longer) relates to. This may allow for greater flexibility and innovation than a traditional track structure.

How do we begin to develop the 2004 Conference Structure?

The next slide contains a table with various conference components:

• 90 minute sessions

• Workshops & longer discussion sessions

• Poster sessions

• Lunch and breaks

• Opening and Closing Plenary, Receptions, etc.

Developing the 2004 Conference Structure…

Start to play around with the conference organization.

Based on your issues/themes and their appropriate formats, what should go where?

Morning Afternoon & Early Evening

Mo

nd

ay

Tu

esd

ay

We

dn

esd

ay

Th

ursd

ay

OpeningPlenary

Break

90 min. session(4-5 concurrentsessions)

BoxLunch

Workshops & longerdiscussion sessions

90 min. session(4-5 concurrentsessions)

90 min. session(4-5 concurrentsessions)

BoxLunch

Workshops & longerdiscussion sessions

Recep-tion

Workshops & longerdiscussion sessions

PosterSession

PosterSession

Sit downLunch(Award)

90 min. session(4-5 concurrentsessions)

Council WorkgroupDiscussions

PosterSession

Closing Plenary

Poster

Session

End of ConferenceSocial Event

Field Trip

Break

Break

Sample Structure… PLAY AROUND with the pieces!