PVSC-49 Draft Budget Summary for Planning Meeting

The PVSC-49 draft budget and preliminary budget were discussed for the 1st planning meeting. The income and expenses based on previous PVSC events were detailed, along with registration rates and other financial considerations for the upcoming event. Various income sources, expenses, and potential adjustments were highlighted to ensure a comprehensive financial plan. Key points included registration rates, event ticket pricing, and budget allocations for different categories. The aim is to achieve a balanced financial outcome for PVSC-49.

• Budget planning
• PVSC-49
• Income
• Expenses
• Financial considerations

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1. PVSC-49 Draft Budget Tyler Grassman Jessica Lotito 1stplanning meeting Sept 24, 2021

2. PVSC-49 Preliminary Budget: Income based on 46th/ 47thPVSC PVSC 49 1000 pp INCOME 900 pp $ 219,336.00 $ 244,644.00 $ 281,200.00 $ 391,833.00 $ 437,044.50 $ 502,350.00 $ 62,419.50 $ 69,621.75 $ 80,025.00 $ 74,821.50 $ 83,454.75 $ 95,925.00 $ 15,256.80 $ 17,017.20 $ 19,560.00 $ 763,666.80 $ 851,782.20 $ 979,060.00 1150pp 30100 IEEE Member Reg 30200 Non-IEEE Member Reg 30500 IEEE Student Member Reg 30600 Non-IEEE Student Member Reg 30999 Reg Other* Total 30000 Conference Reg Fees 32000 Tutorial Registration 34100 Exhibits 35010 Corporate Support 36000 Grants/Donation $ 16,000.00 $ 17,000.00 $ 18,500.00 $ 60,000.00 $ 60,000.00 $ 60,000.00 $ 250.00 $ 250.00 $ 250.00 $ 30,000.00 $ 30,000.00 $ 30,000.00 37010 Banquet/Networking Event Tickets** $ 20,000.00 $ 20,000.00 $ 20,000.00 37030 Other Events Total 37000 Social Events $ 8,200.00 $ 8,200.00 $ 8,200.00 $ 28,200.00 $ 28,200.00 $ 28,200.00 39100 Bank Interest Earned 39200 Loan/Hotel Credits TOTAL INCOME $ 4,427.63 $ 4,938.51 $ 5,676.45 $ 100,000.00 $ 100,000.00 $ 100,000.00 $ 998,116.80 $1,087,232.20 $1,216,010.00 *Will need to look at again to consider new IEEE Life Member rate (see reg rate slide) **Looking to set banquet ticket price much lower than usual 2

3. PVSC-49 Preliminary Budget: Expenses based on 46th / 47th PVSC PVSC 49 1000 pp EXPENSES 900 pp $ 9,500.00 $ 9,500.00 $ 9,500.00 $ 135,000.00 $ 135,000.00 $ 135,000.00 TBD $ 65,000.00 $ 65,000.00 $ 65,000.00 $ 139,413.68 $ 143,209.10 $ 148,691.38 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 10,000.00 $ 10,000.00 $ 10,000.00 $ 270,000.00 $ 270,000.00 $ 270,000.00 $ 14,000.00 $ 14,000.00 $ 14,000.00 $ 50,000.00 $ 50,000.00 $ 50,000.00 $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 20,500.00 $ 20,500.00 $ 20,500.00 1150pp Accounting Audio-Visual Union Labor Management SPLTrak (Services, Reimbursement) Exhibit/Vendor Tutorials Local Arrangements (Convention Center Fees, F&B) Local Arrangements (Rentals, Ent., Security, Tours, etc.) Food and Beverage (Banquet)* Other Program Expenses (Awards, HS Comp, Sun Run) Committee (Meetings, Meals, Lead GSA) TBD TBD Contingency Fund Loan Repayment Audit TOTAL EXPENSES NET INCOME $ 20,000.00 $ 20,000.00 $ 20,000.00 $ 100,000.00 $ 100,000.00 $ 100,000.00 $ 6,000.00 $ 6,000.00 $ 6,000.00 $ 878,608.21 $ 896,606.85 $ 922,604.89 $ (2,063.78) $ 69,563.86 $ 173,081.56 *Possibly hold in CC in order to minimize costs and set toward F&B min 3

4. PVSC-47 Registration Rates Early-Bird Regular Registration Options Conf Hotel Other Conf Hotel Other IEEE Member 950 1050 1050 1150 Non-IEEE Member 1150 1250 1250 1350 Incorrect Numbers Presented at Meeting IEEE Student Member 450 550 525 625 Non-IEEE Student Member 525 625 600 700 IEEE Life Member* 450 550 525 625 1-Day 600 800 Social / Companion (>5yo) 50 60 Tutorials 200 250 Tutorials (student 2nd) 50 50 *IEEE Life Member: new level mandated by EDS, tied to IEEE Student Member rate 4

5. PVSC-49 Registration Rates (based on planned in-person PVSC-48) Early-Bird Regular Registration Options Conf Hotel Non-Conf Conf Hotel Non-Conf IEEE Member 750 950 850 1050 Non-IEEE Member 950 1150 1050 1250 IEEE Student Member 275 450 350 525 Non-IEEE Student Member 350 450 425 600 IEEE Life Member* 350 450 425 600 1-Day 600 800 Social / Companion (>5yo) 50 60 Tutorials 200 250 Tutorials (student 2nd) 50 50 *IEEE Life Member: new level mandated by EDS, tied to IEEE Student Member rate 5

6. Suggestion Budgetary suggestion: Fully incorporate Women in PV and Minority Carriers events into standard / overall PVSC budget with equal footing and support as any other major conference event. Reason: Already proven to be valuable and valued conference activity for significant population of the community. Provides much-needed platforms for networking and inclusiveness for groups that do not otherwise see themselves as being part of the community. Cross-cutting through program, social, and professional/career aspects of PVSC. Current state: Women in PV and Minority Carriers do their own fundraising; some subsidy from conference for WinPV luncheon in the past to keep ticket prices down. MC has not had in-person yet so costs have been low, but have also self-funded through direct sponsorship. Outlook: If both are targeting luncheons then cost will be significant and sponsorship likely needed. Thus sponsorship efforts could/should be integrated into existing Exhibits & Sponsorship chair role; maybe co-chair to assist with targeted efforts? 6