[PDF] [PDF] Conference Budget Worksheet

Please use this worksheet to develop your budget for your proposed CSWR Spring Conference How many attendees do you expect at each event/meal?



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[PDF] Conference Budget Worksheet

Please use this worksheet to develop your budget for your proposed CSWR Spring Conference How many attendees do you expect at each event/meal?



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Conference Budget Worksheet

Please use this worksheet to develop your budget for your proposed CSWR Spring Conference.

Step 1:

Please estimate costs associated with hosting presenters.

Be sure to consider the following

questions when estimating costs:

How many presenters will you invite?

How many presenters will have to travel to Cambridge, and will they be driving, flying or using another form of transportation? For how many days will we be hosting them at a hotel? How much of an honorarium will you pay your keynote speaker, if any?

The following may help you estimate costs:

Flights, trains or buses: Use a travel website to estimate the costs of travel for each presenter. Driving cost: If a presenter is driving to and from Cambridge, the University will reimburse mileage at a rate of $0.56 per mile. Hotels: A room at the nearby Sheraton Commander costs between $150 and $250 per night. Ground transportation: A round-trip taxi ride between Logan airport and Cambridge is approximately $70. Honoraria: Typically, the University only pays an honorarium for a keynote speaker (not for other conference presenters). This usually ranges between $250 and $500. Please fill out the table below with your estimated costs:

Airfares

Train or bus

fares

Mileage reimbursements

Hotels

Ground transportation

Honoraria

TOTAL:

Step 2:

Please estimate

the costs associated with each conference day.

Be sure to consider the following

questions when estimating costs: How many meals will you provide each day for conference attendees? How many attendees do you expect at each event/meal?

Are you planning a public reception?

The f ollowing may help you estimate costs:

Breakfast (catered in): $8 per person

Lunch (catered in): $10 to $12 per person

Lunch (at a restaurant): $30 per person

Dinner (catered in): $30 per person

Dinner (at a restaurant): $65 per person

Reception: $250 to $450

Please fill out the table below with your estimated costs

Breakfasts

Lunches

Dinners

Receptions

TOTAL:

Step 3: Please help us estimate overhead costs.

The CSWR will calculate an overhead charge to cover Center costs associated with your conference based on the number and types of events you plan to hold.

1) Do you need audio-visual support for any of the conference sessions? If yes, are any of these

sessions going to be held after regular business hours (M-F, 9 to 5)?

2) Do y

ou need student-worker support for the planning and execution of the conference? How many hours of assistance do you anticipate needing?

3) Wha

t are your printing and photocopying needs for the conference? Step 4: Please describe and estimate any additional costs not included above.

TOTAL:

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