Estimate funds needed to cover the full expenses of your program, assuming
three-quarters of your expected attendance. For planning purposes, assume that
all attendees will be CARL members. In reality, some attendees will undoubtedly
pay the higher non-member rate to attend the program.
Be sure to include such costs as travel reimbursement and meals for your speaker(s),
an honorarium if applicable (see policy statement in Appendix K), room and A/V
rental costs, food prices if any, mailing labels, duplication and postage, name
tags, cassettes if program is to be taped, etc.
If you are likely to incur out-of-pocket expenses before the program, e.g.,
for room reservation deposits, duplication of program announcements, postage,
or name tags, complete a Financial
Report/Request Form (Appendix D1 and send it to the Secretary/Treasurer.
The maximum advance is $300.
Set the cost of program registration and meal service, if any, to cover your
full costs (plus, ideally, to make some extra to support CARL's overall budget).
The cost for CARL members should cover all expenses, assuming three-quarters
of your expected attendance. The cost for non-members should normally be $5
- $10 more.
Keep accurate records of both your estimates and actual costs. This will help
in planning future programs and will also enable you to complete a full financial
report on your program for the CARL Secretary/Treasurer.
Questions regarding financial planning should be directed to your Regional Vice
President.
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