2004 NSS Convention Budget

2004 NSS Convention Budget - Marquette, MI

Revenue: Based on total registration:		700

COA	Item	Rate	Number	Subtotal	Total Income	Total Expense	Note	SEE COMMENT
61000	Pre-Registration		525		$58,361.00		75% Preregistration Assumed
61001	Pre-Reg Regular NSS Member	$110.00	420		$46,200.00
61002	Pre-Reg Regular with NMD	$77.00	21		$1,617.00
61003	Pre-Reg Child (6-16)	$70.00	63		$4,410.00
61004	Pre-Reg Child with NMD	$49.00	5		$245.00
61005	Pre-Reg Accompanier NSS Member	$100.00	0		$0.00
61006	Pre-Reg Accompanier with NMD	$70.00	0		$0.00
61007	Pre-Reg Non-NSS Surcharge	$143.00	16		$2,288.00		Includes option for 1 year NSS membership	2
61008	Pre-Reg Pet Fee	$3.00	7		$21.00			3
61009	Pre-Reg Late Fee	$25.00	0		$0.00
61010	Pre-Reg Guidebook-Postage	$0.00			$0.00		Not offering
61011	Pre-Reg Camping	$30.00	6		$180.00		RV sites, no pre-reg discount
61012	Pre-Reg w/o Banquet	$0.00			$0.00		Not offering
61013	Other - Registrants #1 and #2	$900.00			$900.00		Auctioned off 2002 convention
	Other - NSS Loan	$2,500.00			$2,500.00

61100	On-Site Registration		175		$24,329.00
61101	On-Site Regular NSS Member	$135.00	142		$19,170.00
61102	On-Site Regular with NMD	$102.00	6		$612.00
61103	On-Site Child (6-16)	$95.00	21		$1,995.00
61104	On-Site Child with NMD	$74.00	1		$74.00
61105	On-Site Accompanier NSS Member	$125.00	0		$0.00
61106	On-Site Accompanier with NMD	$95.00	0		$0.00
61107	On-Site Non NSS Surcharge	$168.00	5		$840.00
61108	On-Site Pet Fee	$3.00	6		$18.00
61109	On-Site Camping	$30.00	4		$120.00		RV sites
61110	On-Site Day Pass	$30.00	50		$1,500.00
61111	On-Site Volunteer Workers
61112	Complimentary Day Passes
61113	Other

61200	Symbolic Devices				$8,170.00
61201	Patches	$5.00	210		$1,050.00
61202	Pins	$5.00	175		$875.00
61203	Guidebooks	$10.00	50		$500.00
61204	T-Shirts-Short Sleeve	$10.00	315		$3,150.00
	T-Shirts-Long Sleeve	$12.00	210		$2,520.00
61205	Programs	$5.00	15		$75.00
61206	Guidebook Overprint for sale outside of NSS Inc
61207	Other

61300	Other Income				$7,746.00
61301	Dorm Fees				$0.00		Not offered
61302	Meal Tickets				$0.00		Not offered/A la carte from University Center Café
61303	Howdy Party Only	$18.00	10		$180.00
61304	Banquet Only	$30.00	25		$750.00
61305	Advertising				$200.00		Advertising in convention program
61306	Child Care				$0.00		Not offered
61307	Vendor fees				$1,550.00
	Outdoor Vendors, footage
	Outdoor Vendors electricity						Included in fee
	Indoor Vendors, room rental	$150.00	8	$1,200.00
	Indoor Vendors, table rental	$7.00	50	$350.00			$2.50 first day/.75 each additional day
61308	Ice Sales						JSS will handle this
61309	Consignment Sales				$3,500.00		Total Revenue from sales
61310	Miscellaneous Income				$500.00
61311	Temporary Holding
61312	Corporate Sponsorships
61313	NSS Reimbursement for NMD Coup				$1,066.00		In return for coupons collected
	Pre-Reg Regular with NMD	$33.00	21	$693.00
	Pre-Reg Child with NMD	$21.00	5	$105.00
	Pre-Reg Acc with NMD	$21.00	0	$0.00
	On-Site Regular with NMD	$41.00	6	$246.00
	On-Site Child with NMD	$22.00	1	$22.00
	On-Site Acc with NMD	$29.00	0	$0.00
61314	Other NSS Reimbursements				$0.00		(Other costs incurred to benefit NSS beyond that required for convention)
61315	Credit Card Use Surcharge						Not recovering

61400	Special Events Income				$6,430.00
61401	JSS	$35.00	90		$3,150.00
61402	Geology	$35.00	38		$1,330.00
61403	Project Underground	$25.00	25		$625.00
61404	History Tour (etc.)				$0.00	`
61405	Hydrology (etc.)				$0.00
61406	Vertical Workshop (etc.)	$25.00	35		$875.00
61407	Photography Workshop				$0.00
61408	Cartography Workshop	$15.00	30		$450.00		If offered
61409	Other				$0.00

61700	Discounts
61800	Interest Income
61900	Investment Income

60000	Total Income				$105,036.00


9000 Expenses:

COA	Item	Rate	Number	Subtotal	Total Income	Total Expense	Note
91100	Cost of Goods Sold					$7,701.20
91101	COGS Patches	$2.32	210			$487.20
91102	COGS Pins	$4.10	175			$717.50
91103	COGS Guidebooks	$6.50	510			$3,315.00
91104	COGS T-Shirts					$3,181.50
	Long Sleeve S, M, L, XL	$7.56	210	$1,587.60
	Long Sleeve XXL			$0.00			Will offer and price accordingly once known
	Short Sleeve S, M, L, XL	$5.06	315	$1,593.90
	Short Sleeve XXL			$0.00			Will offer and price accordingly once known
91199	COGS Misc					$0.00

91200	Publications					$4,325.00
91201	Program	$5.00	715			$3,575.00
91202	Daily Rag	$0.25	3000			$750.00


91300	Meeting Facilities					$12,251.00
91301	Room Rental (Person Days)					$6,641.00
91302	A/V Equipment					$3,150.00
	Proxima Projectors	$130.00	20	$2,600.00			$130 per day plus labor (unknown)/4 proj/5 days
	Microphone	$30.00	10	$300.00
	Other			$250.00
91303	Janitorial Fees					$1,960.00	$35 an hour/8 hrs Sat & Sun, 4 hrs Mon-Fri x 2 buildings
91304	Other					$500.00	University Conference Fee

91400	Registration					$3,579.00
91401	Car Decals	0.40	400			$160.00
91402	Office Supplies					$250.00
91403	Signs					$250.00
91404	Printing					$250.00
91405	Badges	1.50	1000			$1,500.00	extras for errors/accommodate selling sizes
91406	Tote Bags	1.67	700			$1,169.00		4

91500	Campground					$20,297.55
91501	Campground - Fair Grounds	$1,200.00	9			$10,800.00	$1200 per day/Friday-Saturday
91502	Port-a-john Rental					$2,000.00
91503	Port-a-john Cleaning					$0.00	included in rental fee
91504	Sanitation (Trash Removal)					$800.00	$200 drop off/$3 day/$40 ton disposal
91505	Electricity					$0.00	Included in rental fee
91506	Telephone					$200.00	1 pay phone already at fairground
91507	Water					$0.00	included in rental fee
91508	Security					$2,000.00	estimate
91509	First Aid Supplies					$545.00
	Replenish outdated supplies	$250.00		$250.00
	Tables and Cots rental	$100.00		$100.00
	Oxygen rental	$75.00		$75.00
	Med Staff T-shirts	$6.00	20	$120.00
91510	Campground Supplies					$3,102.55		5
	Showers			$2,392.55
	Miscellaneous			$710.00
91511	Fencing						Not needed (yea!!)
91512	Sauna					$100.00
91513	Fire Wood					$0.00
91514	Contest Supplies					$250.00
91515	Grounds Maintenence					$0.00
91599	Miscellaneous					$500.00

91600	Howdy Party					$8,285.00
91601	Food	$6.00	710			$4,260.00
91602	Beverages					$1,175.00
	Beer	$55.00	15	$825.00
	Pop	$0.25	1000	$250.00
	Water	$0.50	200	$100.00
91603	Mugs	$1.00	800			$800.00
91604	Facility Rental (Tent, etc.)					$0.00	At fairground
91605	Shuttle Buses					$0.00	At fairground
91606	Ice					$200.00
91607	Band					$1,000.00
91608	Decorations					$250.00
91600	Miscellaneous					$600.00
	Beer Permit	$25.00	4	$100.00			Beer permits for week may not be necessary, but all are included here in case they are.
	Other			$500.00

91650	Photo Salon					$2,125.00
91651	Facility Rental					$1,000.00	Location still being determined.
91652	Technician Fees					$750.00	Location still being determined.
91653	Equipment Rental					$0.00	Location still being determined.
91654	Transportation					$375.00	Location still being determined.
91699	Miscellaneous

91700	Banquet					$9,802.25
91701	Food	$6.95	725			$5,038.75	Tax Included
91702	Beverages	$1.00	725			$725.00
91703	Table/Chair Rental					$960.00
91704	Speaker Fees					$500.00
91705	Ice					$200.00
91706	Place Setting Rental	$2.66	725			$1,928.50
91707	Decorations					$250.00
91708	Tablecloths/Napkins					$200.00
91799	Miscellaneous					$0.00

91900	Other Expenses					$25,730.00
91901	Insurance					$3,500.00	Obtained under NSS national insurance policy/$1500 gen liability, $2000 liquor liability
91902	Sponsor (Staff) Honorarium					$3,000.00
91903	Pre-Convention Video					$500.00
91904	Contingency					$650.00	photo salon equipment depreciation per D. Irving
91905	Equipment Purchase/Rental					$1,000.00	Audio equipment for auction/other campground events
91906	Telephone Indoor vendors					$500.00
91907	Postage					$750.00
91908	Advertising					$1,500.00
91909	Refunds					$0.00
91910	Entertainment					$0.00
91911	Dorm Fees					$0.00
91912	Credit Card Commissions					$2,000.00
91913	Meal Tickets					$0.00
91914	Bank Charges					$100.00
91915	License Fees					$0.00
91916	Computer Rental Fees					$1,000.00
91917	Staff Recognition					$100.00	Caps, T-Shirts, etc
91918	Legal Expenses					$0.00
91919	Shuttle and Buses					$2,000.00	$25/hour + 10 cents a mile/9 hours a day/5 days
91920	Web Page					$860.00		6
91921	Printing /copies/supplies					$300.00
91922	Wednesday Night					$400.00
	Beer	$55.00	5	$275.00
	Soda/Water	$0.25	500	$125.00
91923	Amount returned to consignors					$2,450.00	Consignment sales minus NSS 30%
91999	Miscellaneous			$1,500.00		$5,120.00
	Loan amount returned to NSS			$2,500.00
	NSS new member fees	$33.00	10	$330.00			From line 61107 minus any opt-outs
	No guidebook option	$10.00	79	$790.00
92000	Special Events					$10,940.00
92100	JSS	$35.00	90			$3,150.00
92111	Transportation
92112	Food
92113	Printing
92119	Other
92120	Geology					$1,290.00
92121	Transportation			$500.00
92122	Food	$16.00	40	$640.00			$6 lunch from JSS, $10 dinner
92123	Printing			$150.00
92129	Other			$0.00
92130	Project Underground	$25.00	25			$625.00
92140	History Tour					$0.00	May be offered, will price accordingly
92150	Hydrology					$0.00	May be offered, will price accordingly
92160	Vertical Workshop	$25.00	35			$875.00
92170	Photography Workshop					$0.00	May be offered, will price accordingly
92180	Sketching Workshop					$0.00	May be offered, will price accordingly
92190	Other					$5,000.00
	Tuesday night Yooper Party-band			$4,600.00				7
	Tuesday night Yooper Party-beer	$55.00	5	$275.00
	Tuesday night Yooper Party-soda/water	$0.25	500	$125.00


	Total Expense					105,036.00

	Total Income				$105,036.00

	Total Profit/Loss				$-


Comments:
1
2	Registrants paying the non-NSS surcharge will have their fee applied to membership in the NSS. Since some individuals will not be able to join the NSS for various reasons (conflict of interest, etc), the option to not have the fee applied to membership will be available.
3	The Pet Registration fee will cover tags. We will implement a system similar to Cave Capers in Indiana, whereby dogs don't pay a registration fee, but must be kept under control at all times. Dogs with a registration tag found astray will be impounded by "dog catcher volunteers and the owner fined $20.
4	Tote bags will be given to each registrant at registration, in lieu of the normal bright yellow NSS bags.
5	Our campground currently has no shower facilities, no hot water, nothing. We will need to construct not only showers, but the hot water to put in them. We have no idea exactly how much this will cost. It's possible that we may also need other campground supplies not yet identified.
6	We are using an alternate server to give our website guys and online registration the most flexibility.
7	The Yoopers are a nationally known band (Second Week of Deer Camp, Grandma Got Run Over by a Reindeer, Rusty Chevrolet, etc.) They have a cult following all over the country. They are from the Marquette area, so they add the local flavor to the convention, somewhat like the schooner rides did in Maine. I checked the budget and the Tuesday night party is in line with what Maine paid for the schooner rides (and we're serving beer :) Right now, $4600 is their regular price. It is possible since the concert is in their backyard that the price would be less. It's also possible that we won't get the booking.

Date	Change	Approved
1/8/02	Added $2500 loan from NSS to income 61013, and as expense in line 91999
1/8/02	Reduced number of kegs for Tuesday night party (line 91922) and Wednesday night party (line 92190) from 10 to 5 per previous year's stats
1/8/02	Added expense for returning to NSS $33 for new members joining at Convention (added to line 91999
1/8/02	Changed line 61307, Indoor Vendors, room rental from 9 to 8 (Consignment sales gets free room rental)
1/9/02	Changed numbers on lines 91103 and 91201 (publications) to get the $7000 needed
1/9/02	Increase line 91508 from $1000 to $2000
1/9/02	Added 91514 $200 for contest supplies
1/9/02	Increased line 91908 from $1000 to $1500
	Increased line 91916 from $250 to $1000
1/12/03	Decreased guidebook from 550 to 510, decreased web page from $1000 to $860
1/28/03	Added guidebook back into regular registration, added no guidebook option to line 91999 (Miscellaneous). Added $710 to campground miscellaneous.