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GSA Online Section Manual
  

 


 
SAMPLE BUDGET

Below is an example of a budget we borrowed from one of the GSA Sections. This should give you a good idea of what is needed to be included when pulling together your budget.

Most important items to remember.

1. Begin by separating items dependent on:
   a) registration fees (GSA Registration Fee, coffee breaks, audio-visual are some obvious ones) from;
   b) those that have fees associated with the event (field trips, breakfast, banquet, etc)

2. Use data from previous meetings to get an estimate of how many will attend, and proportions of professionals vs. students, and pre-registrants vs. on-site registrants (each usually with different fees) to estimate income.

3. The attached budget is an example only. Please be sure to budget using your budgeting numbers.

DOWNLOAD EXAMPLE BUDGET TEMPLATE

   
Actual Revenue and Expenses for Section meeting
GSA accounting staff will complete this form at the end of the meeting.  However
section meeting chairs can use this format to keep track of actual expenses,
revenues and registration information as they go through the meeting.
The information in this section will come from the reports provided by the meetings
department on the results of registration
Category Pre-Reg # On-Site # Pre-Regis. Income On-Site Income Total Income
Prof Mem-Full 157 25 $21,980 $4,250 $34,995
Prof Mem-One 10 2 $800 $200 $1,000
Prof 70+-Full 1 0 $75 $0 $75
Prof 70+-One 0 0 $0 $0 $0
Prof Non-Full 27 4 $4,320 $760 $5,080
Prof Non-One 3 6 $330 $840 $1,170
VIP 5 3 $0 $0 $0
Stu Mem-Full 96 23 $4,320 $1,495 $5,815
Stu Mem-One 14 16 $490 $880 $1,370
Stu Non-Full 60 9 $330 $675 $1,005
Stu Non-One 8 13 $360 $845 $1,205
Stu Vol 0 15 $0 $0 $0
Exhibitor 5 6 $0 $0 $0
Staff/Support/Comp 2 1 $0 $0 $0
K-12 Full 7 2 $315 $110 $425
K-12-One 1 0 $30 $0 $30
Guest/Spou-Full 13 5 $390 $200 $825
FT or Sh Cou Only 13 2 $390 $60 $450
422 132
TOTAL REGISTRANTS 554 INCOME FROM REGISTRATION $34,130 $10,315 $53,445
The information for other income will come from checks received.
Other Income 
Sponsorships $500
Donation- Johnson Tools $2,000
Donation- John Smith $1,500
Total Other Income $4,000
Total Registration/Other Income $57,445
GSA will provide an invoice to the section after the meeting detailing the costs for Registration
GSA Charges per Registrant
Charge/Registrant Costs for Registration Fees
Professional 221 42 27 $5,967 $1,134 $10,025
Stu+K-12+Comp+FT/SC Only+Guest+Exhibits 198 93 13 $2,574 $1,209 $6,192
TOTAL COST $16,217
The information for this section will be provided by the payment of invoices
Expenses To Be Covered by Registration/Other
Paid to Description
GSA Registration fees  $16,217
GSA Abstracts $3,250
University of Boulder Room Rental Fees $10,500
Smiths Audio visual $11,896
Sues Catering- Welcome Party  Welcome Party $3,641
Office Depot Poster boards for posters $726
University of Boulder  Phones and electricity charges $500
Radisson Hotel Comp. Sleeping Rooms
  GSA Bookstore 3 nights  $210
  GSA Registration 5 nights $350
  GSA Officials 4 nights $280
Speedy Printing Signs $33
Kinkos Copying $85
University Catering  coffee breaks $1,500
Joe Baker misc expenses $496
TOTAL Expenses to be Covered by Registration Fees/Other $49,684
The information for this section will be provided by the payment of invoices
and from meeting reports showing revenue for exhibitors and field trips.
ITEMS COVERED BY INDIVIDUAL CHARGES
Item Our Cost Income
University of Boulder Exhibit space/electricty $1,630 $1,900
GSA Abstracts $3,300 $4,125
Sues Catering Buffet Banquet $1,800 $2,000
Sues Catering AWG breakfast $250 $275
  Field Trips
Field Trip #1
Greyhound Bus Bus for field trip $726
Susan Means Reim for leader expenses $85
Shuttle service  Shuttle to top of mtn $480
Joes Diner Dinners  $1,500
Safeway Box lunches, snacks $700
Motel Six lodging and breakfast $4,500
Copy Center Guidebook $300
   Total $8,291 $9,500
Field Trip #2
Hertz Rental Car Vans $240
Pat Jones Reim for leader expenses $150
Johns Lunches/dinners $1,200
Super Eight lodging and breakfast $1,700
Johnson printing Guidebook $275
   Total $3,565 $3,990
TOTAL OF ITEMS COVERED BY INDIVIDUAL CHARGES Costs $18,836 Income $21,790
Total of all income $79,235
Total of all expenses $68,520
Net Income (loss) $10,715