Conference Budget Planning Tool

Overview

Tool for planning conference budgets and submitting proposal budgets to the Global Conferences Committee. The tool was originally designed for AppSec conferences but can be used for a conference of any size.

Status

The tool is currently in Alpha release so please be gentle. This version of the tool is populated with some notional AppSec budget data as an example. Submit any issues to Mark Bristow

Download

Media:Conference_Budget_Planning_Tool_v0.1.zip

Customization

The tool is mostly designed to be customized. When customizing it's important to keep a few points in mind.

• On most tabs there is a Total in cell B4. The Dashboard pulls it's data from this cell so it is required.
• Attendance numbers must be changed on the Attendance tab, all other tabs reference this number except for ...
• the Training tab contains all the attendance information for the training classes

As the tool stands, it will automatically update items and re-calculate the finances when source cells are updated. So be careful when modifying this functionality.

Organization

The tool is broken up into a series of 15 tabs each with it's own function.

Dashboard

Overview. Mostly Locked.

You can use this page to run some projections for break even points. To do this run the Goal Seek function (see Excel help for this) with the "Set Cell" of B15, "To Value" of 0 and "By changing cell" of "Attendance!B9".

Attendance

This sheet is primarily a "read only" sheet that references information from other parts of the tool (see field comments for source location). Items that can be changed on this sheet (and subsequently updated throughout the tool) are the "Paid Attendees" and "Conference Comps" items. All other attendance records should be updated on their respective tabs.

Venue

Use this sheet to itemize any venue related expenses/credits. Any rental fees associated with venue rental should be recorded here (eg. speaking rooms, breakout rooms, vendor expo, training rooms, reception rental …) Audio/Visual or other expenses should be placed in the A/V Tab. An example of common expenses has been provided. If your conference has both catering and venue costs with one vendor, please split between the two sheets. Enter any credits as negative values.

Catering

Use this sheet to itemize any venue related expenses/credits related to DAILY catering expenses. Please track any "Catering" items under entertainment expenses for networking events or hosted events. An example of common expenses has been provided. Please tailor to your conference requirements. Enter any credits as negative values.

Accommodations

Use this sheet to itemize any venue related expenses/credits related to conference provided accommodation expenses. It is customary for conferences to cover the accommodations of key conference staff, board members and committee members. Enter any credits as negative values.

Training

Use this sheet to itemize any training classes that will be offered at the conference. The totals entered here will be automatically updated as revenue on the dashboard and the participation of trainers and attendees will automatically be updated where appropriate. Profit margins are based on a 75/25 split with OWASP/Vendor. Enter any costs as negative values as this sheet is counted to revenue.

Sponsors

This sheet outlines all of the sponsorship revenue and complementary event tickets for the conference. Sponsorship opportunities are conference specific, but common offerings and prices are listed in the outlined box below. Revenues and complementary tickets will automatically be updated throughout the tool. Enter any costs as negative values as this sheet is counted to revenue.

Schwag

OWASP has a relationship to purchase conference schwag from Crestline. Enter any schwag items with unit cost below. The # of Attendees will be automatically populated form the Attendance tab. Enter the additional margin for purchase and the totals will be calculated automatically. Enter any credits as negative values.

Travel

Use this sheet to itemize any expenses/credits related to conference provided travel expenses. It is customary for conferences to cover the direct travel accommodations of board members and committee members as well as a reasonable per diem for expenses.

Entertainment

Use this sheet to itemize any venue related expenses/credits related to any special events. Examples include musical guests, networking events, staff/speaker events, or dinners. Please track any catering items for these events here. An example of common expenses has been provided. Please tailor to your conference requirements but ensure that the total cost appears in cell B4 for use on the dashboard. Enter any credits as negative values.

Audio Visual (AV)

Use this sheet to itemize any venue related expenses/credits related to Audio Visual requirements. Be sure to sum up any guaranteed minimums in cell B5. Enter any credits as negative values.

Promotion

Use this sheet to itemize expenses/credits related to promotion/advertising costs. Enter any credits as negative values.

Contests

Use this sheet to itemize expenses/credits related to conference contests/prizes. Enter any credits as negative values.

Signage and Booklets

Use this sheet to outline any expenses or credits related to Signage or other printed materials. Enter any credits as negative values.

Misc

For anything that doesn't fit anywhere else