SCIENTIFIC ACTIVITY PLANNING
February  9, 2012

Budget Guidelines for Event Organizers

 
4. Sample Budget

2. Registration fees

 5. Fields Reimbursement Claim Form

3. Workshop Overhead costs, Catering, Receptions and Excursions

 6. Sample Invitation Letter

Budgeting income and expenses

The Manager of Scientific Programs will work with organizers to draw up a budget for an event.
  • Income
    Income may include Fields support, sponsorships, NSERC grant support, registation fees, etc.
    The Fields Manager of Scientific Programs can assist organizers by negotiating the transfer of funding from other funding agencies to Fields, this can include items such as invoices to an NSERC grant, NSF grant holder or other supportor an event.

  • Registration Fees.
    The budget estimates for an event will assist in deciding on the registration fee levels. Matters for consideration include whether speakers will be charged a registation fee and whether fees will be reduced for students, funding of receptions or banquets.

  • Expenses
    All funding offered to participants which is to reimbursed through Fields must meet budget constraints. Fields will send an "official letter of invitation" indicating support to the participants and how their expenses will be reimbursed through the Fields reimbursement claim form.
    Total workshop expenses consist of 1) visitor support, 2) workshop overhead expenses such as catering, receptions, excursion, printing, mailouts etc. 

1. PARTICIPANT SUPPORT

Fields activitely seeks to include qualified researchers, particularly women, aboriginal peoples, persons with disabilities and members of visible minorities. Support for participants to events consists of amounts allocated for local support and travel support. Total support amount offered to participants is dependent on event budget.

a) LOCAL EXPENSES-Accommodation and meals up to $3,650/mth
Per Diem offered is $55/day to cover meals/incidental expenses ( no receipts required)
Accommodation costs are capped at $160/day to a max. of $900/wk & $2000/mth. to cover accommodation, receipts must be included when requesting reimbursement of these costs.
*per diem rate is adjusted if meals are provided
-Fields maintains a housing resource page at assist visitors with a listing of moderately priced accommodations.

  • Graduate Students and Postdocs ( total support amount is dependent on event budget)
    - students can be encouraged to have home university or local grant agencies, etc. cover travel costs or share costs
    - funding total can be decreased in summer months when summer residences are available.

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b) ECONOMY TRAVEL EXPENSES to Toronto

The Institute covers the economy class travel for flights, trains and bus up to predetermined amounts that are based on market prices and reassessed on a bi-yearly basis.
Note: Guidelines are applicable for 2012

      Type of Travel Place Maximum Range Return fares
      Airfare Asia/India/ Africa $950 - $2,300 (avg. $1900)
        Australia/New Zealand $2,800 - $3,500 (avg. $2900)
        Canada - East $250-$770
        Canada - West $600-$800
        Europe - Eastern

      $900 - $1,400 (avg. $1100)
        Europe - Western $700 - $1,100 (avg. $930)
        South America $2,000 - $800 (avg. $1200
        USA - East $500 - $700 (avg. $675)
        USA - West $600 - $900 (avg $700)
      Train Canada - East $600
        Canada - West $800
      Bus Ontario $200-300

2. REGISTRATION FEES

Standard registration fees are estimated at $25/day to cover coffee breaks and a cash bar reception.
Banquets, Luncheons or Excursions are arranged only on a cost recovery basis supported with a registration fees, ticket sales or organizer arranged sponsorships. As it is necessary to budget the cost of overhead accurately please discuss this option with the Program Manager to set registration fees for your event at an appropriate level.

3. WORKSHOP CATERING AND RECEPTIONS

Morning coffee and afternoon tea breaks are to be covered by registration fees or outside sources. *Please note that the regular Fields tea break is at 3 p.m. each day.
For events covering catering costs, refreshment costs are as follows:
At Fields Institue: Morning coffee and afternoon tea breaks at $10-12/day per person (with luncheon $25-30/day per person).
Off-site catered: Morning coffee and afternoon tea breaks at $12-18/day per person (with luncheon $27-30 day per person).

Receptions (covered by registration fees or sponsored) can also be arranged for your event through the Program Coordinator, with a cash bar and light hors d'oeuvres

Hosted Receptions -A wine and cheeses reception during the event will cost approx $12-15 per person for hot and cold hors d'oeuvres and a host bar service. We recommend that receptions have a subsidized cash bar arrangement with wine or beer at $2/glass.

Banquets and Dinners
Buffet dinner on-site or at a local restaurant,- approx. $50-60 per person
Banquets -approx. $60 -70 pp on campus includes wine with dinner; bar costs separate + 15% service charge, costs vary depending on location. Please contact the Program Manager for your event for banquet information and choices of location.
On-campus choices include the Faculty Club for groups up to 100, or Hart House for groups over 100.
Off-campus choices include a Chinese Banquet at approx. $30 pp, or an Italian Restuarant at $60/pp plus the cost or drinks or a cash bar can be arranged.

    Bus Excursions
    Toronto-Niagara Falls-Toronto
    $700-$1,000 + GST depending on time of year for 54 passenger bus
    (Winery tours are an additional $100 for a group, Icewine Tour is $12 per guest )

4. SAMPLE BUDGET

    INCOME  
    Fields Institute Support for scientific expenses
    $6,000
    Support for Postdoc's, organizers grant

    $2,180
    NSF support for American Participants through Prof. Red
    $2,080
    Income for Workshop Costs  
    Registration Fees
    $3,760
    Sponsorship of reception by Acme
    $1,500
    Total Income
    $15,520
    EXPENSE
    Visitor Support
     
    6 days
    (55/day for meals + up to $160/day for accommodations)
    Economy Travel Expenses up to:
    Total
    John Brown, Europe East
    $1230
    $1200
    $2,430
    Joan White, Montreal Univ,
    $1230
    $200
    $2,230
    Students Betty Yellow, Univ. of Guelph( funded as junior)
    $670
    $70
    $670
    Students Bill Pink, Univ. of Waterloo ( funded as junior)
    $600
    $70
    $670
    Jed Green, Post-doc, UK
    $1180
    $1000
    $2,180
    Shawn Orange, American
    $1230
    $850
    (US Carrier)

    $2,080
    Workshop Costs
    Coffee breaks and Lunch during workshop (covered by registration fees)
    $3,760
    Host Reception
    $1,500
    Total Expense
    $15,520

    **The Institute can assist organizers support a program through invoices to an organizers NSERC grants for the support of a PDF, program visitor or grad student who is participating in the program.
    In addition the Institute can invoicing sponsors for their support to an event.

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