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When you walk in to your venue, you will notice the decor is all in place and your DJ entertainer is setup, and already dressed for your event. Donations cannot be returned even if the conference breaks even or better. Please read on to find out how to make proper use of different microphones and how to use them properly. Judicious use of money for planning meetings is highly encouraged.


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A good rule of thumb is that the shorter the seminar the shorter the event announcement lead time should be. With hors d oeuvres you can be as simple as cheese and crackers to high end such as shrimp cocktail or caviar. Sometimes RSVPs do not come in and yet the people listed still arrive. A good rule of thumb is that the shorter the seminar the shorter the event announcement lead time should be.

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Extra Budgeting Tips

Conferences are not required to make a profit, but are expected to at least cover their own expenses.
Conferences are intended to provide quality programs and information at an affordable cost to its members.

Because of this, you must budget conservatively, estimating expenses high and attendance low, while focusing on keeping the event affordable for members.

As a general guideline the registration fee is under 0 and the hotel accommodations are -100 or less. These fees may not apply if you are hosting a presentation for a client for work purposes. However, some extras include the following:

Communication between the planning committee members can be enhanced by utilizing an e-mail list which can be hosted at the Executive Office. Regular teleconferencing can also be utilized to enhance conference planning. Judicious use of money for planning meetings is highly encouraged. A great way to maintain communications is through software like Microsofts video conferencing on the computer which is free.
Keynote speaker fees should not exceed 0 plus reasonable expenses (usually approximately 0 if airfare is required).
Appropriate e-mails can be sent to all members of your region by the Executive Office, at your request. Plan ahead to use this service to save printing and mailing costs and to send information to members in your regions quickly. In addition, monthly HIGHLIGHTS are sent by the EO to all members, which can include a link to your region's web page.
Food costs should be balanced with overall enhancement of the program. Luncheons are less expensive than dinners, some meals can be "on your own"
Conference materials can be donated by institutions (folders, notepads, etc.)
AV equipment may be supplied by local institutions at reduced or no cost if you go after them