Medium-Sized Meeting (meetings with 100 to 500 Attendees)

Attached are several examples of medium 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.

 

Medium-Sized Meetings (100 to 500 Attendees)

 

Medium Meeting Sample #1 – budget and actuals for a medium-sized meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with the $1,000 TMRF discount is lower than the current administrative fee and 10% surplus requirements.  The new contingency fee is higher than the current contingency fee. Total budgeted administrative and contingency fees are $604 higher in the new structure with the TMRF discount. The conference would need to raise fees by $6 per person or lower expenses about $450 to cover the difference.  The actual administrative fee is lower in the new structure, and there would be a surplus that can be shared with the Technical Committee.

 

Medium Meeting Sample #2 –budget and actuals for a medium-sized meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with $1,000 TMRF discount is lower than the current administrative fee and 10% surplus requirements. The new contingency fee is higher than the current fee.  Total budgeted administrative and contingency fees are $3,496 lower in the new structure with the TMRF discount.   The actual administrative fee is also lower in the new structure, and there is a surplus that can be shared with the Technical Committee.

 

Medium Meeting Sample #3 - budget for a medium-sized meeting that is 100% IEEE CS sponsored. The new administrative fee with the $1,000 TMRF discount is lower than the current administrative fee and 10% surplus requirements.  The new contingency is more than the current contingency.  Total budgeted administrative and contingency fees are $2,348 higher in the new structure with the TMRF discount.  The meeting would need to raise fees $10 per person or lower expenses about $1,800. 

 

Medium Meeting Sample #4 –actuals for a medium-sized meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with TMRF discount is slightly higher than the current administrative fee and 10% surplus requirements. The new contingency is higher than the current contingency.  Total budgeted administrative and contingency fees are $6,513 higher in the new structure with the TMRF discount.  The actual administrative fee is higher in the new structure. In the budget, the meeting would need to raise fees by $19 per person or lower expenses by $5,000.

 

Medium Meeting Sample #5 - budget and actuals for a medium-sized meeting that is 100% IEEE CS sponsored.  The new budgeted administrative fee with TMRF discount is lower than the current administrative fee and 10% surplus requirements.  The new contingency is higher than the current contingency. Total budgeted administrative and contingency fees are $1,452 higher in the new structure with the TMRF discount.  In the budget, the meeting would need to raise fees by about $5 per person or lower expenses by $1,200.  The actual administrative fee is lower in the new structure, and there is a surplus that can be shared with the Technical Committee.