Chris Pitzer, Budget Chair

 

Sponsors (update when we get sponsors confirmed)

Premo Level

$1000 each - hopefully 3

 

Lower Level

$500 each - hopefully 3

 

 

Tickets

$10

 

 

Expenses

 

NECESSARY

Cubespace - $600 (could be more... not sure)

Breakfast - $260 for Bagels and Fruit

Lunch (option 1) - $200 for spagetti, pizza, or something else cheap

Lunch (option 2) - $500

Lunch (option 3) - $1000 for yummy Mediterranean

 

OPTIONAL - pending a sponsor

T-Shirts - $??

 

 

Notes from CubeSpace meeting

9/19/2008, 1:00–2:15 pm

 

 

Have all information in a week to present to CubeSpace, then they can give us the detailed info. The sooner they know, the sooner we can decide

 

Planning meeting to finalize budget and decisions:

Let’s have a planning meeting sometime next week to finalize these details?

 

Expected attendee: 100

 

Room capacity:

• Persian: 25
• Roman: 25
• Viking: 10

• Forum: the rest

 

 

For every keynote session on the Forum (except for maybe the introduction and first speaker,) can we also have unconferences on the 3 other rooms? Some discussions can spun off into a session of its own, independent of the current keynote speaker, and we want to encourage that. In CubeSpace’s experience, the Forum have had 1/2 or 2/3 of the total attendee stay for the keynote, and the other disperse into unconferences. This is a way to avoid having too many people at once in the forum.

 

 

Anticipating all this, do we need to rent chairs?

 

 

 

The idea:

• Sponsor money can cover fixed cost
• If registration money can cover variable cost (i.e. food), then we could be completely scalable (can register as many people as possible
• Different sponsors like to pay for different things
• Have three kinds of budgets:
  • Barebone Budget – worst case scenario
  • Mid-Level Budget
  • Best Case Scenario
• Also have three kinds of speaker planning, and include the “What if” sce

 

How much should we charge?

• Maybe $10
• Or $20 – each person is paying for their food (which means that you don’t have to limit it to 100, also enough that your reservation is going to be an indicator of if they’re going to show up.)
• Having a student or non-profit rate. That’s not hard, and people are generally honest about it. You can give separate tags to different groups with different colors.
• Charge differently: Before October 15th: $10, after October 15th: $15/20

 

Volunteers and Equipment Setup

 

 

We need volunteers to help:

• Arrange furniture (the night before)
• Assist breakfast and lunch (the day of the camp)
• Clean up (after the camp)

 

 

CubeSpace closes early on Friday night (7pm), so if we want to set up the videoconferencing/streaming/internet broadcasting system, we want to come earlier in the evening.

 

If we plan to stream everything that’s going on every conference room, we need dedicated bandwidth. This can be achieved in several ways:

• Bring your own EVDO – CubeSpace is saying that 3G iPhones work slowly in there

• Use dedicated Ethernet access – Cubespace’s internet connection has 8 Mbps download and 2 Mbps upload speed. This speed includes all that’s going on in the conference, not just the organize’s bandwidth.

 

 

 

 

Cubespace will open at 8 am on Saturday morning so volunteers can start setting up for breakfast.

 

 

Online Registration

CubeSpace have an online system we can use, but there is a processing cost associated with it.

 

Fixed cost (should be sponsor-powered)

Venue – $600 to 700

 

Variable Cost (should be attendee-powered)

• Breakfast

  • Kettleman’s Bagel – $200
  • Fruit tray – $60

• Lunch

  • Pizza
    • Sparky’s – $300
    • Hot Lips – ?
  • Mediterranean
    • Niklas’ – $1,000
• Swags?

 

If you deal with Niklas,’ they don’t accept check. However, they can charge money to CubeSpace.

 

Additional Expenses

Tags, Badges and Name Tags (Alternative to Stickers)

• This feature could be considered “nice to have” (ie. when we get every other need paid off and have some extras)

  • A box of 50 tags runs about $20–25

  • We may want to check out the white cardboard tags at Pinball. 80% and 100% recyclable

  • If we choose to use lanyards, we need to also buy elasticsIf there’s a sponsor that wants to sponsor this part of the camp, we can put its logo on

• Printed Materials and Swags (do we want T-shirt?)

 

Tentative schedule based on the meeting

• Door opens: 8am
• Breakfast: 9am
• Introduction: 10am
• Keynote for everyone: 10:30am
• Lunch + Unconference planning session/grid: 11:30–1pm
• A blend of Keynote (speaking in the Forum) and unconferences (in 3 other rooms): 1–6pm