Subject: budget forms Cc: quirk@ccr-p.ida.org IEEE SIGNAL PROCESSING SOCIETY SUMMARY FINANCIAL REPORT FOR IEEE SPONSORED OR COSPONSORED CONFERENCES (See next page for instructions on how to complete this form.) 1. Full Title of Conference:___1997 Workshop on Applications of______ _______________________Signal Processing to Audio and Acoustics___ 2. Dates of Conference:__Oct19-22, 1997____ 3. Location of Conference: (full name and address)_Mohonk Mountain House _New Paltz, NY 12561 fax: (914)256-2124 vox: (914)256-2033________ TYPE OF REPORT/CURRENCY USED 4. Indicate type of report by checking one: _____ Budget _____ Interim Report __X__ Final Report 5. All figures below must be in U.S. Dollars. For Meetings held outside the U.S.A., indicate here the date, local currency (e.g., Swiss Francs), and the conversion rate used (local currency units per 1 U.S. Dollar). Local currency:_______________ Conversion rate:_______________ Date of Conversion rate:_______________ INCOME Budget Interim (0ct01) Final 6. Registration Fee Total $__16750_ $__15000_ $__19650_ 7. Conference Pub. Sales $___2400_ $___4000_ $___4514_ 8. Exhibits Income $________ $________ $________ 9. Social Function Income $________ $________ $________ 10. All Other Receipts $________ $________ $________ 11. Total Conference Income $________ $________ $________ 12. Conference Loans $___3500_ $___3500_ $___3500_ 13. Total Receipts $__22650_ $__22500_ $__27664_ EXPENSE 14. Promotion Total $___1900_ $________ $___2065_ 15. Conference Publications $___3770_ $___4400_ $___4533_ 16. Exhibits Expenses $________ $________ $________ 17. Social Function Expenses $___5760_ $___4800_ $___8858_ 18. Administration Total $___4400_ $___4200_ $___4922_ 19. All Other Expenses $________ $________ $________ 20. Total Conference Expenses $________ $________ $________ 21. Loan Repayments $___3500_ $___3500_ $___3500_ 22. Total Outlays $__19330_ $__16900_ $__23878_ SURPLUS/(LOSS) 23. Total Receipts (13.) $__22650_ $__22500_ $__27664_ 24. Total Outlays (22.) $__19330_ $__16900_ $__23878_ 25. Surplus (Loss) (23. less 24.) $___3320_ $___5600_ $___3786_ POST CONFERENCE DISTRIBUTION Surplus (Loss) in Item 25 to be distributed as follows: Cosponsor Entity % Share $ Distributed a._IEEE Signal Processing Society_________________ _100__% $_______3786_ b.________________________________________________ ______% $____________ c.________________________________________________ ______% $____________ Surplus (Loss) (23. less 24.) $_______3786_ CONFERENCE FINANCIAL INSTITUTION Name of Bank:____Wells_Fargo_Bank______________________________________ Address:_________PO_Box_4001,_Concord_CA_94525-2916____________________ Conference Account Title:_1997 IEEE Audio Workshop_____________________ Acct. No.:_____________________ Have you requested IEEE Conference Insurance? __X__ Yes _____ No AUDITOR: Name:_______________________________________Telephone:________________ Address:______________________________________________________________ SUBMITTED BY: Name:__Dan Ellis__________________________Telephone:_(510)642-4274x140 Address:__ICSI, 1947 Center St Ste 600, Berkeley CA 94704-1198________ Conference Position:__Finance/Registration chair______________________ CONFERENCE SIGNATURE:__DAn Ellis_____________________DATE:__1998feb09__ SOCIETY SIGNATURE:___________________________________DATE:_____________ ********************************************************************** INSTRUCTIONS FOR COMPLETING SUMMARY FINANCIAL REPORT This form is only to be completed for conferences which are financially sponsored or cosponsored by an IEEE entity. If there is no financial involvement by an IEEE entity, do not complete this form Indicate the fact of no financial involvement on the IEEE Conference Information Schedule form. 1. CONFERENCE TITLE. Enter the exact title of the conference. 2. DATES OF CONFERENCE. Spell out or abbreviate the month and use numeric designation for the days and year. Example: Oct. 8-10, 19__ 3. LOCATION OF CONFERENCE. Enter name of hotel or conference center, street address, city, state, postal code and country. 4. TYPE OF REPORT. Check the appropriate space. 5. LOCAL CURRENCY AND CONVERSION RATE. Check your local newspaper for conversion rate on date this report is completed. 6. REGISTRATION FEE. Enter total revenues from both advance and on- site conference registration for members and nonmembers. 7. CONFERENCE PUBLICATION SALES. Enter total revenues from sales of conference proceedings at the conference, and the sale of proceedings for post conference sales. 8. EXHIBITS. Enter the total conference income from the sales of exhibit space. If there is no projected income from the sale of exhibit space enter a zero amount in this space. 9. SOCIAL FUNCTIONS. Enter income from all social functions associated with the conference, e.g., lunches, dinners or any social outing, such as a tour. Enter a zero if none are planned. 10. OTHER. Enter the total projected income from all other sources that are not part of the previous items. Enter a zero if there is none projected. Omit advance loans from this item. 11. TOTAL CONFERENCE INCOME. Add the previous five general categories of income to get the total income. 12. CONFERENCE LOANS. Enter the total loan amounts advanced to the meeting. 13. TOTAL RECEIPTS. Add advance loans and total income. 14. PROMOTION. Enter total promotional costs for all advance publicity, mailings and printing of final conference programs. This figure should include printing costs, IEEE mailing label charges and postage. 15. CONFERENCE PUBLICATIONS. Enter total costs for the printing of the conference proceedings. Include the printing costs for the proceedings distributed at the conference, as well as the printing costs of the proceedings supplied to IEEE for post conference sales. In addition, include costs for supplying author kits and any shipping charges associated with the production of the conference proceedings. 16. EXHIBITS. Enter total expenses for exhibits at the conference. Include space rental, material, labor, and set-up costs. Attach details. 17. SOCIAL FUNCTIONS. Enter total expense for all social functions, meals, inspection trips, spouse programs, etc., that are associated with the conference. Include all basic service charges for each function. 18. ADMINISTRATION. Enter total administration costs for the conference. This figure should include salary costs for secretarial and general services; audio visual expenses; equipment rental; insurance and bonding; bank and credit-card fees; stationery, postage and printing costs; fax, telephone and telegraph services: auditing: and other projected costs for conference support activities. Refer to the Conference Detailed Financial Report for a breakdown of these administrative expenses. 19. ALL OTHER CONFERENCE EXPENSES. Enter total of all other expenses such as meeting room rental that are not included in the previous categories. 20. TOTAL CONFERENCE EXPENSE. Add the previous six general categories. 21. LOAN REPAYMENT. Enter the amount of advance loans. 22. TOTAL OUTLAYS. Add total expense and loans to be repaid. 23. TOTAL RECEIPTS. Enter amount in Item 13. 24. TOTAL OUTLAYS. Enter amount in Item 22. 25. Surplus (Loss). Subtract total outlays from total receipts. POST CONFERENCE DISTRIBUTION. Enter the total amount to be distributed among the cosponsoring entities, after all advanced loans have been repaid. Cosponsor/%Share/$Distribution. List the cosponsors and their % shares of financial benefit(obligation). This share is listed on the IEEE Conference Information Schedule. Compute and enter the $ distribution of surplus (loss obligation), which should total up to the net surplus or loss in Item 25. PLEASE NOTE THAT IRS REQUIREMENTS MANDATE THAT ALL CONFERENCE NET SURPLUS FUNDS BE DEPOSITED IN AN IEEE ENTITY ACCOUNT PRIOR TO BEING ADVANCED TO A SUCCEEDING YEAR'S CONFERENCE. CONFERENCE FINANCIAL INSTITUTION Enter the complete name and address of the bank with which the conference has a checking account, the title of the account and the account number. If the conference has accounts at more than one bank, list all of this information for each additional bank. Use a separate sheet of paper. AUDITOR Mandatory if actual or budgeted income or expense is over $100,000 INSURANCE. Submission of Request for Conference Insurance form is MANDATORY for IEEE to provide necessary insurance coverage. SUBMITTED BY. Type or print the name, telephone, address, and position of the person who completed the form. Sign and date under CONFERENCE SIGNATURE. IEEE SIGNAL PROCESSING SOCIETY IEEE CONFERENCE DETAILED FINANCIAL REPORT - PART 1: INCOME This form should be completed only for IEEE sponsored or cosponsored Conferences. The care taken in filling out this report will lead to a more accurate projection of your Conference's net surplus or loss. NOTE: All items may be expressed in either U.S. Dollars or in local currency. 1. Full Title of Conference:___1997 Workshop on Applications of______ _______________________Signal Processing to Audio and Acoustics___ 2. Dates of Conference:__Oct19-22, 1997____ INCOME REGISTRATION FEES Quantity Fee Budget Interim Final Final Report Count Report In Advance-Members __70_X_150__ = $_10500__ $________ __36_ $__5400__ In Adv.-Nonmembers __10_X_175__ = __1750__ ________ __22_ __3850__ In Adv.-Reduced Rate __10_X_100__ = __1000__ ________ __15_ __1500__ At Conf.-Members __20_X_175__ = __3500__ ________ __20_ __3500__ At Conf.-Nonmembers _____X_200__ = ________ ________ __22_ __4400__ At Conf.-Reduced Rate _____X_125__ = ________ ________ ___8_ __1000__ Total Registrants _110_ _123_ 6. Registration Fee Total $_16750__ $_15000__ $_19650__ CONFERENCE PUBLICATION SALES To Members __20_X___20_ = $___400__ $________ ___6_ $___120__ To Nonmembers _____X______ = ________ ________ _____ ________ To IEEE Hq. _100_X___20_ = __2000__ __4000__ _160_ __4394__ Total Copies _____ _____ CD-Rom Sales _____X______ = ________ ________ _____ ________ 7. Conference Pub. Sales $__2400__ $__4000__ $__4514__ EXHIBITS Tables _____X______ = $________ $________ _____ $________ Booths _____X______ = ________ ________ _____ ________ Booths _____X______ = ________ ________ _____ ________ ______ _____X______ = ________ ________ _____ ________ 8. Exhibits Income $________ $________ $________ SOCIAL FUNCTIONS Event:_____________ _____X______ = $________ $________ _____ $________ Event:_____________ _____X______ = $________ $________ _____ $________ 9. Social Function Income $________ $________ $________ ALL OTHER (List here or attach details.) ___________________________________ $________ $________ _____ $________ ___________________________________ ________ ________ _____ ________ ___________________________________ ________ ________ _____ ________ 10. All Other Receipts $________ $________ $________ 11. Total Conference Income $_19150__ $_19000__ $_24164__ Attach details of all appropriate items. ********************************************************************** IEEE SIGNAL PROCESSING SOCIETY IEEE CONFERENCE DETAILED FINANCIAL REPORT - PART II: EXPENSE NOTE: All items may be expressed in either U.S. Dollars or in local currency. 1. Full Title of Conference:___1997 Workshop on Applications of______ _______________________Signal Processing to Audio and Acoustics___ 2. Dates of Conference:__Oct19-22, 1997____ EXPENSE Quantity Cost Budget Interim Final Final PROMOTION Report Count Report Print/Call for Papers ___3_X_500__ = $__1500__ $________ _____ $________ Print/Advance Program _____X______ = ________ ________ _____ ________ Print/Final Program _____X______ = ________ ________ _____ ________ Mailing Lists/Labels _____X______ = ________ ________ _____ ________ Postage ___400__ ________ ________ Advertisements (t-shirts) ________ ________ __2065__ 14. Promotion Total $__1900__ $________ $__2065__ CONFERENCE PUBLICATIONS Conf. Record Printing _250_X___15_ = $__3750__ $__3600__ _____ $__3570__ Author Kits Printing _____X______ = ________ ________ _____ ________ CD-Rom Printing _____X______ = ________ ___700__ _____ ___663__ Ship to Site & IEEE _____X______ = ____20__ ___100__ _____ ________ SOFTWARE LICENCES (GHOSTSCRIPT) ___300__ 15. Conference Publications $__3770__ $__4400__ $__4533__ EXHIBITS (Attach detailed statement of all exhibits mount and display expenses) 16. Exhibits Expenses $________ $________ $________ SOCIAL FUNCTIONS No. People Cost Breaks: _3_X_120_X___10_ = $__3600__ $__3000__ _____ $__1749__ Luncheons ___X_____X______ = ________ ________ _____ __1689__ Receptions _2_X_120_X____7_ = ________ ________ _____ __1785__ Banquets (WINE) _3_X_120_X____6_ = __2160__ __1800__ _____ __3126__ Speakers Expenses _____X______ = ________ ________ _____ ___429__ Transportation (Courtesy Bus, etc.) ________ ________ ________ Other Social Expenses (tips) ________ ________ ____80__ 17. Social Function Expenses $__5760__ $__4800__ $__8858__ ADMINISTRATION Audit Fee $____50__ $____50__ $____50__ Conf Mgt & Consulting Expenses ________ ________ ________ Insurance & Bonding ________ ________ ________ Security & Guard Service ________ ________ ________ Projection Equipment/Rent & Operate __4000__ __3500__ __4199__ Credit Card and Bank Fees ___200__ ___500__ ___452__ Secretarial Services ________ ________ ________ Office Equipment Rental ________ ________ ________ Print Forms, Tickets, Stationery, Etc.____50__ ________ ________ Posters, Signs, Badges, Etc. ____50__ ___150__ ____87__ Telephone & Fax Expenses ____50__ ________ ___134__ Transportation ________ ________ ________ Gratuities, Etc. ________ ________ ________ 18. Administration Total $__4400__ $__4200__ $__4922__ ALL OTHER Committee Expenses $________ $________ $________ Meeting Space Rental ________ ________ ________ Other:________________ ________ ________ ________ 19. All Other Expenses $________ $________ $________ 20. Total Conference Expenses $_15830__ $_13400__ $_20378__ CURRENCY State here the currency utilized in above income and expense computations, e.g., U.S. Dollars, Swiss Francs, etc. Currency Utilized: __U.S. Dollars_____________________________________ In the event a currency other than the U.S. Dollar is utilized, it will be necessary to convert to U.S. Dollars - at the current conversion rate - when submitting your final Summary Financial Report to IEEE. SUBMITTED BY: Name:__Dan Ellis_________________________Tel. No.(510)642-4274x140____ Address:__ICSI, 1947 Center St Ste 600, Berkeley CA 94704-1198________ Conference Position:__Finance/Registration chair______________________ SIGNATURE: __DAn Ellis___________________________Date: __1998feb09____ NOTE: BE SURE TO COMPLETE AND RETURN ALL FINANCIAL FORMS TOGETHER ("SUMMARY FINANCIAL REPORT", "PART I: INCOME", "PART II: EXPENSE"). RETURN TO: Maureen Quirk, SPS Conference Treasurer via: quirk@ccr-p.ida.org or Maureen P. Quirk Center for Communications Research Thanet Road Princeton, NJ 08540-3699 KEEP A COPY FOR YOUR RECORDS **********************************************************************