1. Source of Funds

a. ASLA funds
b. Registration fees
c. Fees for special events, tours, pre-conference, etc.
d. Trade exhibition
e. Sponsorship

a. Appointments
b. Responsibilities

3. Expenditures

1. Source of Funds

a) ASLA funds

ASLA provides "seeding funds" up to $20,000. The host member association may apply for seeding funds through ASLA National Council. The Conference Organising Committee must repay the seeding funds at the end of the conference.

b) Registration fees

Realistic and affordable registration fees must be considered so as to cover anticipated costs of hosting the conference and to encourage attendance.

• ASLA National Council must agree to, registration fees in advance.
• The basic registration fee is to be determined on the basis of the total of the fixed and variable costs for the break even number of delegates. In addition, an administration cost per delegate should be considered. This administration fee should be a non-refundable expense.
• There should be a differential in registration fee for members and non-members. If appropriate and desirable, the registration fee configuration could be:
  • Members (can include societal affiliates, IASL and ALIA)
  • Non-members (approximately 15-20% higher than member fee)
  • "Early bird" for both members and non-members
  • Full-time student registrations, i.e. students enrolled in a foundation course in teacher librarianship with a recognised tertiary institution
  • One-day registrations
  • Speaker registrations
• Registration fees should be publicised early and clearly indicated on the registration form.
• The registration form format should be the same as that of the computer database to assist in data entry.
• The Conference Organising Committee shall determine all other matters relating to registration fees.

c) Fees for special events, tours, pre-conference, etc.

If an affordable registration fee is the goal, then special events, such as conference dinners, tours, pre-conference workshops, school visits, should be separately listed. Delegates will need to indicate the events and number of tickets required on the registration form. The Conference Organising Committee should plan to deliver these special events on a cost-recovery basis.

d) Trade exhibition

The Finance Chairperson will work with the Trade Exhibition Chairperson to develop a budget for the trade exhibition. This will involve the development of the trade exhibitor package and the trade exhibitor fee to achieve a small profit (approximately 15-20%) to the conference. (See Conference Arrangements)

ASLA National Council must agree to, the trade exhibition fees in advance.

e) Sponsorship

Sponsorship is designed to attract funds for the successful delivery of the conference and to provide worthwhile exposure for the sponsoring organistion. The Finance Chairperson will work with the Sponsorship Chairperson to develop a sponsorship package. Sponsorship can be actively sort for the conference, including

• Name badges
• Pens
• Proceedings
• Satchels
• Catering
• Keynote speakers
• Concurrent session / guest speakers who apply a fee for service
• Stationery
• Transport

(See Program Planning for SCIS Oration sponsorship)

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2. Finances committee

a) Appointments

The Finance Chairperson acts as the "conference treasurer" and chairs the finance committee, which includes the Sponsorship Chairperson.

If a Conference Management Service is assigned, these chairpersons will work with the appointed person of the Conference Management Service in relation to the management of financial matters for the conference as agreed by contract.

b) Responsibilities

• Open a conference cheque account at a local bank (access "seeding funds", if necessary, see 1a above)
• Establish merchant banking facilities
• Establish credit card facilities, if required
• Develop a system to track income and expenditure and determine how the account will be monitored
• Decide on a computer program designed for conference events that has the facility to accept all information in relation to registration, presenters, trade exhibitors, special events, receipting, banking and accounts payable. It should be able to match budget against actual as the conference takes place.
• Refer to previous conference audit statements as an indicator on how to itemise the accounts (See Checklists for examples)
• Have the Finance Chairperson attend as many meetings of committee and subcommittees as possible to gain an overall view of the conference costs and report regularly to the conference convener
• Develop a conference budget and determine basic registration fee and any fees not included in the basic registration fee, if applicable. When budgets have been prepared and combined, add 10% to total budget for contingency funds
• Develop policy and procedures for handling refunds and administration fee
• Registrations should come through the Secretariat or Conference Management Service. Registrations should not be made without full payment. Decide on closing date for registrations.
• Promptly deposit all money collected and prepare receipts for all funds received. Daily banking during the conference – check for the nearest bank for daily deposits during the conference. Have change available for last minute payments and phone calls.
• Promptly pay all invoices submitted
• Appoint an auditor. Ensure all accounts are in accordance with auditor’s recommendations.
• On completion of the conference prepare financial reports and prepare books for the auditor
• Pay all outstanding accounts, including the "seeding funds" advanced
• Distribute any profit as per ASLA Constitution, i.e. 80% to ASLA and 20% to host association. If a joint conference agree to a 50/50 split before distribution as per the ASLA Constitution.
• Present audit report to ASLA National Council at least 12 months following the close of the conference
• Close the conference bank account within 12 months after the conference, or whenever all transactions have been cleared.

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3. Expenditures

To assist in the preparation of a realistic budget the Finance Chairperson, in consultation with the Conference Organising Committee must consider the following costs:

• Service fee of a Conference Management Service, if applicable
• Accommodation agreements, if arranging
• Audit fees
• Bank and merchant fees
• Catering for morning teas, afternoon teas, lunches for delegates and trade exhibitors, and any special events, such as the conference dinner, welcome reception
• Furniture and equipment hire if needed for special events, Secretariat, or not supplied by the venue
• Gophers, if utilising students or equivalent personnel to support presenters and organisers
• Insurance, e.g. public liability
• Design, printing and distribution of expression of interest, registration booklet/forms, program booklet, certificate of attendance, any signage for rooms and conference proceedings
• Preparation of any program updates, newsletters for distribution at the conference
• Press releases or any other promotional material for advertising, including banners, posters and displays
• Office stationery and related materials
• Name tags and conference satchel
• Photocopying, including speakers’ handouts, if required
• Photographer for conference, if required
• Postage and freight
• Presenter costs, such as airfare/travel, accommodation, fee/honorarium, gifts for keynote speakers and gifts for concurrent speakers
• Presenter costs for concurrent presenters, if necessary
• Technology requirements in relation to presenter requirements, if not included in venue costs
• Telephone and fax, including on site at conference
• Electronic mail, including on site at conference
• Transport
• Website
• Musician(s), entertainment for events such as the welcome reception, conference dinner
• Venue – consider auditorium for main events, trade exhibition space, concurrent session rooms, computer labs, Secretariat, special meetings (AGM), dining facilities, accommodation (if available), Internet café

All arrangements for remuneration of speakers must be in writing. If the keynote speaker is a conference delegate an honorarium or complimentary registration may be suitable. Travel costs and accommodation (including meals by agreement) the evening before and the evening after their address should be considered. If the keynote speaker is not a conference delegate then all costs in respect to their presence at the conference will need to be considered.

It is recommended that a reduced registration fee apply to concurrent session presenters, whilst a complimentary registration fee or honorarium may be considered for speakers who the Conference Organising Committee actively solicits to present at the conference.

Caution and common sense should be exercised where the Conference Organising Committee is providing a reduced registration fee to concurrent presenters as an incentive for submitting their paper for inclusion in the conference proceedings. If this is the case, then this needs to be included in a written agreement or, alternatively, full registration applies and a refund is supplied on the receipt of their paper.

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