Small Meeting Samples (for meetings with less than 100 attendees)

Attached are several examples of small meeting Technical Meeting Request Forms (TMRFs) with budget and/or actual numbers calculated in two ways:

first, with the existing 14% administrative fee and 10% contingency on all expenses except social functions, and 10% surplus formulas and second, with the new 20% administrative fee and 10% contingency on all expenses.

 

In some examples, the new administrative fee with a discount is less than the current fee plus surplus or is almost the same.  In other examples, the fees are higher, especially if the meeting has a greater percentage of social functions in its budget.  The contingency calculation is higher in all examples.

 

Small Meetings (Up to 100 Attendees)

 

Small Meeting Sample #1 – budget and actuals for a small meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with TMRF discount is more than the current administrative fee and 10% surplus requirements.  The new contingency fee is higher than the current contingency fee. Total budgeted fees for the conference are $1,246 higher in the new structure, using the $1,000 TMRF discount. The actual fees are lower with the new structure, and there is a surplus that can be shared with the Technical Committee.

 

Small Meeting Sample #2 – budget and actuals for a small meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with TMRF discount and the contingency are greater than the current fees required, a difference of $1,246. Registration fees would need to be raised by $15 per person or expenses reduced by $950.  Actual fees are lower in the new structure, and there is a surplus that can be shared with the Technical Committee.

 

Small Meeting Sample #3 - budget for a small meeting that is 100% CS sponsored. The new administrative fee with the TMRF discount is less than the current administrative fee and 10% surplus requirement.  The new contingency is more than the current contingency.  Total budgeted fees for the conference are $262 lower in the new structure with the TMRF discount. 

 

Small Meeting Sample #4 – budget and actuals for a small meeting that is 50% CS sponsored.  The new budgeted administrative fee with TMRF discount is $3,985 less than the current administrative fee and 10% surplus requirements. The new contingency is higher than the current contingency.  Overall, the IEEE CS required budgeted fees for the conference are $2,660 lower in the new structure with the TMRF discount.  Note that this does not take into consideration any requirement from the other cosponsor for their share of administrative fees or surplus. Actual fees are lower in the new structure, and there is a surplus that can be shared with the Technical Committee.  

 

Small Meeting Sample #5 - budget for a small meeting that is 100% CS sponsored.  The meeting would pay the $5,000 minimum administrative fee but the new fees with a discount are lower than the current administrative fee and 10% surplus requirements.  The new contingency is more than the current contingency.  Total budgeted fees for the conference are slightly higher, $76, in the new structure.