Develop a Budget, Raising Awareness

Allergy Prevention Foundation Grant Application - Budget Requirements for Allergy

Prevention Conference

Care for All Health Center basic facts:

● Approximately 300 adults are patients at the practice

Constraints from your manager:

● Length of conference: One full day (9 a.m. – 5 p.m.)
● Minimum number of workshops offered: 4 workshops
● Plan the conference for 200 attendees
● Function space rental fee:
o $850 per workshop space (each space fits 50 people)
o $2,000 for ballroom space (for meals, big presentations, etc.)
▪ Space fits up to 400 people

Choices to be made:
● Knowing that participants will attend the conference all day, select hotel food options:
o Snack cost: $8 per person
o Breakfast cost: $14 per person
o Lunch cost: $18 per person
o Dinner cost: $30 per person
● Guest speaker options and fees:
o Local doctor/s who specializes in allergy prevention: $750
o Celebrity who is the representative for the Allergy Prevention Foundation:
$5,000
o Researchers in the field: $1,000
o Doctor/s from Care for All Health Center: $500
● Travel fees:
o Researchers are from Newark, NJ, or Dallas, TX
o Celebrity will fly in from Los Angeles, CA
o Hotel rooms for speakers who fly in cost $175 per night
o Conference parking passes are $12 per conference attendee per day
o Note: The geographic location of the conference can be wherever you select.
● Material costs:
o Folders
o Name tags
o Pens
o Notebooks
o Event flyers

To get you started, we’ve provided a worksheet you can use as a model for budgeting the
conference costs. Though you have many choices to make about the structure of the
Develop a Budget, Raising Awareness
Allergy Prevention Foundation Grant Application - Budget Requirements for Allergy
Prevention Conference
conference itself, these categories may help you outline some of the costs. Feel free to add
additional line items as well.

Catering Fees Cost Quantity Total Budget

Meal 1:
Snack: $8 200 1,600
Meal 2: $18 200 3,600
Snack:
Meal 3: $30 200 6,000
Travel Expenses
Airfare for Guest $218.40 2 $436.80
Speaker/s
Hotel Rooms for Guest $175 2 $350
Speaker/s
Hotel Parking Passes $12 200 $2,400
Speaker Fees
Speaker 1 1,000 2 $2,000
Speaker 2 750 1 $750
Speaker 3 500 2 $1,000
Venue Expenses
Workshop Space Rental 850 4 $3,400
Ballroom Space Rental 2,000 1 $2,000
Materials Expenses
Folders $19.49 250 $19.49
Name Tags $6.29 100 $12.58
Pens $5 60 $20
Notebooks $4.49 6 $170.62
Event Flyers $119.99 200 $119.99
TOTAL COST = = $23,879.48

1. How many attendees are you planning for?

- There will be 200 attendees.
2. How many workshops will you offer? What rooms will they be held in?
- There will be a total of four workshops. The workshops will be held in the
workshop space rental.
3. How many meals and snacks will you order for attendees?
- Since the meeting doesn’t begin until nine I figure by that time most people will
already have eaten breakfast. So, I will be ordering 2 snacks and lunch and
dinner for all attendees.
4. What types of speakers would you like to invite to the event? How many speakers will
Develop a Budget, Raising Awareness
Allergy Prevention Foundation Grant Application - Budget Requirements for Allergy
Prevention Conference
there be?
- I will be inviting two research speakers, one local doctor that specializes in
allergy prevention, and two doctors from Care for All Medical Center.
5. Where will the conference be held?
- The conference will be held at Hilton hotel in New York City.
6. What kinds of travel accommodations must be made?
- I must arrange two flights for the two research speakers along with two hotel
rooms.
7. What kinds of materials will you need to purchase?
- Folders
- Name Tags
- Pens
- Notebooks
- Event Flyers

References:

1. Expedia Flights (2017, July 28th) Retrieved from https://www.expedia.com/Flights-

Search?flight-
type=on&starDate=08%2F10%2F2017&endDate=08%2F11%2F2017&_xpid=11905%7
C1&mode=search&trip=roundtrip&leg1=from%3ADallas%2C+TX+%28DFW-
All+Airports%29%2Cto%3ANew+York%2C+New+York%2Cdeparture%3A08%2F10%2F
2017TANYT&leg2=from%3ANew+York%2C+New+York%2Cto%3ADallas%2C+TX+%2
8DFW-
All+Airports%29%2Cdeparture%3A08%2F11%2F2017TANYT&passengers=children%3
A0%2Cadults%3A1%2Cseniors%3A0%2Cinfantinlap%3AY

2. Supplies (2017, July 28th) Retrieved from

https://www.staples.com/supplies/directory_supplies?