Explanation of 79th Annual Meeting Revenues & Expenditures

REVENUE

Line 1: Registration Fees This figure represents the revenues collected from 2450 paid attendees, including extra tickets purchased for the Annual Luncheon and the Annual Awards Banquet.

Line 2: Short Course Registration Fees This figure represents the revenues received from attendees at the six short courses we held this year. Four of the short courses included a scheduled luncheon, one of which was sponsored.

Line 3: Page Charges and Covers The AMS collects page charges which are used to defray the cost of production and printing of the preprint volumes. This figure includes the revenues received from authors giving papers at one of the conferences or symposia held at the Annual Meeting. We collected page charges for the production of twelve preprint volumes comprising 5667 pages of material. Also included are monies received from the preprint volume covers and production costs for halftones and reprints of individual papers. Eleven preprint volumes had cover sponsors.

Line 4: Exhibit Fees This figure includes revenues received from 125 companies that rented 296 booths at the Annual Meeting Exhibit. The revenues are comprised of three items: (1) Exhibit Booth rentals, (2) Contributions toward two receptions, and (3) Internet and local area network services fees.

Line 5: Advertising This figure represents the revenues received from exhibiting companies that placed paid advertisements in the Annual Meeting Program.

Line 6: Sponsorships, Grants, Internal Transfers, Credits This figure includes sponsorships from several corporations that desired to underwrite the cost of special functions described in line 30 below. It also includes transfers of monies from the Maury, Datastreme and Project Atmosphere Programs to cover the cost of teachers and some faculty who attend AMS Education Program activities at the Annual Meeting. It includes the monies received from the Global Change Travel Grant Program and corporation travel grants to support AMS/Industry Fellowship and Scholarship Award Winners; Paul Humphrey also provided support for the Donor Reception Also included are receivables from various organizations, such USWRP, Pennsylvania State University, and UCAR, that held functions under the umbrella of the Annual Meeting. The AMS also received a credit on its hotel bill, which resulted from the headquarters hotel requesting an early move-out from the Ballroom.

Line 7: Sales This is the revenue received from the sale of AMS books, CD-ROMs, extra preprint volumes, older preprint volumes, book and electronic publication space rentals, book sales commissions, and AMS logo items. This figure is allocated from the total estimated sales for the year. It is allocated on the basis of the number of attendees at each meeting. Please recognize that a portion of these sales results from standing orders from university, Government and private sector organizations.

Line 8: Hotel Contributions These revenues are derived from the actual sleeping rooms used by our attendees at the Annual Meeting, and are used to offset two annual meeting expenditures:

(1) shuttle bus costs, and (2) staff room costs. They are computed as follows: shuttle bus credits are a pre-negotiated amount of money that each hotel will contribute to AMS, based on the number of hotel room nights actually used. This contribution varies by hotel, and ranges from $3 to $6/room per night. If all hotels accurately report the room nights used, we expect this figure to be approximately $45,000. Any monies received in excess of actual money needed for the shuttle bus are used to defray the sleeping room costs for AMS staff. The AMS also earns complimentary room credits at each hotel. AMS receives one room night credit for every 50 rooms used. Based on our estimate of 11,100 room nights used, we anticipate receiving a credit of approximately $22,600. We also received additional credits at the Anatole based on achieving an 83% pickup of sleeping rooms. This credit amounted to $5768. These monies are used to defray the cost of staff sleeping rooms (line 35)

Line 9: Total Revenue The revenues above are the receivables from conducting the annual meeting. As of the end of February, we have received roughly 50%, or approximately $800,000. The remaining receivables from page charges, attendee registrations, and exhibit booth fees will be collected over the next several months. For example, government agencies that exhibit cannot pay for their booth rentals and services until after the annual meeting. Past experience indicates that there are always some revenues that are not collected. This amount is on the order of $10,000-$15,000.

EXPENSES

Line 10: Pre-Meeting Staff Costs This is the cost of salaries allocated to the meetings department staff and a portion of the support staff at AMS. The support staff includes portions of accounting, MIS, mail room, etc ,who in some manner support our meetings activities. Fringe benefits are also included in this figure at 24%. AMS staff perform a wide range of services necessary to plan and support the meetings and special programs conducted as part of the Annual Meeting. This includes: registering attendees and working with the hotels and local transportation companies; gathering and organizing information for the October issue of the Bulletin; preparing the conference program and collateral materials for distribution at the meeting. They also maintain Annual Meeting information on the AMS home page, design the on-line registration systems, and on-line submission of abstracts, organize committee meetings and special events and plan for on-site services, coffee, meals. They recruit student help, scholarship and fellowship student travel support and Global Change student travel. They track hotel pickup information arrange for additional hotels, pre- assignment meeting rooms and make arrangements for audio/visual support and answer speaker questions, to name but a few tasks.

Line 11: On Site Meeting Staff Costs This includes a number of tasks including: provide on-site registration, attendee support services, audio/visual and poster support for speakers, support for committee activities, supervise volunteer and student helpers, supervise support contractors, prepare materials for the Daily Bulletin, update program schedules and daily guides, check meeting rooms, solve housing problems, provide special support for special guests and international attendees.

Line 12: Pre-Meeting and On Site Short Course Staff Costs These costs include staff support to help the short course chairs prepare for the meeting, register attendees, prepare short course workbooks, plan for audio visual and computer support, plan for coffee and meals as necessary, plan for on site support and assign meeting rooms.

Line 13: Preprint Staff Costs These are the portion of the meetings staff costs allocated to the physical preparation of the preprint volume from design through production and delivery. A number of tasks are required in this effort including: putting final programs together, edit programs, prepare tables of contents and authors index, paginate and check preprints prior to publications, and maintaining information on the home page. Staff members also brief program chairs on the use of the on-line abstract system, answer speaker questions, assist program chairs when necessary, mail out speaker kits, solicit sponsors for covers, get quotes from printers, ship manuscripts and special instructions to printer with shipping information, and check on delivery to annual meeting site.

Line 14: Pre-Exhibit Staff Costs This is a portion of the costs associated with the planning and production of a nearly 300 booth exhibit program and the supporting logistics for the Annual Meeting. Staff recruit and register exhibitors, layout exhibit hall, poster area, book and electronic publications areas, layout registration area and Cyber Village, order furnishings, electric service, telephone lines, plan Internet and local area networks, recruit sponsors for several events, recruit sponsors for in-kind services, plan E-theater and Daily Weather Briefings, publish exhibit writeups for October BAMS and final program and AMS home page. Arrange for audio/visual support contractors, Internet and network providers, arrange for telecommunications, security support and supervise facility contractors.

Line 15: On Site Exhibit Staff Costs Set up exhibit hall, registration, poster, job fair, book and electronic publications, Cyber village areas. Supervise the installation of Internet, telecommunications and security services. Supervise facility operations.

Line 16: Meeting and Exhibit Hall Expense This includes registration area furnishings and signs for the registration area, book and electronic publications display, exhibit hall, special exhibitor promotional certificates, electrical service, freight charges (from warehouse to Anatole), Teamster contractor labor, special staging, support contractor fees, and coffee for exhibit personnel during setup.

Line 17: Shuttle Bus This includes the cost of the shuttle bus, shuttle bus signs, and a sleeping room for the shuttle bus supervisor. Please note that this cost is offset by the hotel contribution (Line 8)

Line 18: Audio/Visual Standard Equipment This includes the cost of renting standard audio/ visual equipment such as overhead projectors, 35mm projectors, screens, microphones, mixers for up to 24 breakouts and numerous committee meetings. It also includes the cost of amortizing AMS-owned overhead projectors, 35mm projectors, speaker kits, shipping of AMS equipment, insurance and handling, contractor labor for setup and tear down.

Line 19: Audio Visual Special Equipment This includes the cost of renting special equipment in support of the Annual Meeting, including video projectors, digital and analog switching equipment, VCR's, camcorders, special screens, labor for video and audio recording, labor for setup and tear down, labor for on site support of special presentations, the amortized cost of AMS-owned video projectors and switchers, shipping and insurance of AMS equipment.

Line 20: Audio Visual for Short Courses This is standard and special equipment cost as described above but used to support short courses.

Line 21: Computers-Conferences, Symposia and Registration This includes the cost of rental computers and workstations used to support the conferences, conference registration, attendee services. It also includes the cost of shipping and insurance on loaned computers.

Line 22: Computers - Short Course This includes the cost of rented computers and workstations to support the short courses.

Line 23: Poster Session Support This is the cost of renting 210 poster boards used by the various conferences in support of their poster sessions.

Line 24: Telecommunications This includes the cost of renting 60 walkie talkies for staff and volunteer use to facilitate communications throughout the Anatole. Also included are the costs of rented telephone lines, long distance toll charges, local telephone access charges.

Line 25: Internet/Cyber Village This includes the costs of the T3 and ISDN lines, rented port connections at the hotel, E-mail computers, Cyber Village computers, sleeping rooms for two NASA engineers, furnishings and equipment to support the NASA, Cabletron and Mobilstar booths, freight charges for Picturetel Video Conferencing Unit, labor to extend ISDN lines to meeting room. Please note that these expenses are offset by contributions from the exhibitors (line 4).

Line 26: Food - Annual Luncheon This is the cost of the Annual Luncheon. Approximately 730 people attended. The cost for the audio/visual support for this function is included in line 19.

Line 27: Food - Awards Banquet This is the cost of the Annual Awards Banquet. Approximately 2160 attended. The cost for the audio/visual support and video taping are included in lines 18 and 19 above. AMS was able to take advantage of the equipment already installed in this room to support the video portion of the program.

Line 28: Food Short Course Coffee and Lunch This is the cost of the coffee breaks and the luncheons requested by the short course program chairs. The audio visual associated with the support of the luncheon speakers is in line 20. One short course luncheon was sponsored.

Line 29: Food Coffee Breaks This is the cost of the coffee breaks for the conferences. The hotel provided one complimentary coffee break per our negotiated contract.

Line 30: Food - Special Functions This is the cost of a number of special functions including: the Gate Gala reception, the GOES/POES buffet, the opening reception, the welcome reception honoring the newly elected AMS Fellows, the Awards Banquet reception, the Thursday E-theater reception, the donor reception, the past president's dinner, the international/national dinner, fellowship/scholarship student breakfasts and dinners, student welcome party, pre annual meeting staff briefing, conference chairs dinner, industry luncheon and NWS/WMO International Workshop. Please note that many of these are sponsored functions ( lines 4 & 6).

Line 31: AMS Committee Meetings These costs include coffee, refreshments and meals for members of AMS committees that conduct their business at the Annual Meeting. Although not every AMS committee meets at this venue, many do. Please refer to the August Bulletin for a complete list of committees. Nearly 200 meetings take place between the Saturday prior to the start of the meetings and its close the following Friday. Also included are receptions, breaks and meals for various groups that meet at the AMS Annual Meeting, such as, USWRP, UCAR, and Pennsylvania State University. AMS is reimbursed for these functions (line 6).

Line 32: Food - Morning AMS Staff Meeting & Student Helpers Each morning at 6:30 am, Sunday through Thursday, the AMS staff, several support contractors, and our student helpers get together to review the upcoming day's events, announce room changes, report on problems from the previous day, discuss any key events that require special attention. The students also meet with their supervisors to review their day's assignments and clarify any changes in their duties.

Line 33: Pre Diem This is the $15/day per diem paid to the 48 student volunteers to cover meals and incidental expenses. The AMS also covers lodging.

Line 34: Housing Attrition Penalty Most of our hotel contracts include a penalty clause which is triggered by our failure to pickup a specified number of sleeping rooms. In this one hotel the AMS failed to pickup 85% of its contracted housing block. AMS was assessed a penalty based on the actual cumulative number of rooms picked up and 85% of the block. A week prior to the Annual Meeting we had reached our commitment. However, a number of people canceled or changed to different hotels at the last minute. This resulted in our only reaching 65% of our commitment at this hotel. We are verifying the pickup numbers provided by the hotel and are attempting to negotiate to lower the penalty.

Line 35: Housing Staff, Press and Special Guests This includes the cost of room and incidentals for 30 staff and support contractors as well as several special guests. Please note that monies from line 8 are used to reduce these costs.

Line 36: Housing Student Helpers This is the cost to provide housing to the 48 student helpers who attend the annual meeting. Please note that their travel is supported by their universities and colleges.

Line 37: Housing F/S, Global and Student Awardees This is the cost to provide housing for the AMS Industry Fellowship and Scholarship awardees, the Global Change Student Travel awardees, and the AMS Student Travel awardees. Approximately 100 students were supported by these programs. The travel for the Fellowship and Scholarship awardees is supported by their sponsoring companies or agencies, the Global Change students are entirely support by a NASA Travel Grant, and the AMS student awardees are supported by special initiative funds budgeted by the Council of the AMS.

Line 38: Housing Teachers This is the cost to provide housing for the teachers supported by the AMS Education Program. See Line 6.

Line 39: Travel Students This is the cost to bring the students described in line 37 to the Annual Meeting. Please note they are entirely supported (line 6) by their Corporation or Government Sponsors.

Line 40: Travel Staff This is the cost to bring 24 AMS staff and five support contractors to the Annual Meeting.

Line 41: Photocopy This is the cost for photocopying services for AMS committee meetings, and to produce the Daily Schedules used by the attendees.

Line 42: Freight This is the cost for freight services to bring AMS-owned equipment to the Annual Meeting. The freight for the preprint volumes, programs and loaned equipment is described elsewhere.

Line 43: Press Operations Including the Photographer This includes the salaries for our Press Room support staff, a portion of the photographer, press room equipment and copier rental.

Line 44: Signs This is the cost to produce signs for the Annual Meeting.

Line 45: Postage This is the cost of postage for various mailings, UPS charges etc in support of the annual meeting.

Line 46: Printing Costs-Preprints This is the cost to print and ship the twelve preprint volumes and reprints.

Line 47: Printing Costs-Program This is the cost to print and ship the Conference Program and Program Addendum.

Line 48: Printing Costs Short Course These are the printing costs for the short course workbooks.

Line 49: Total Expenses These are the total expenses for the Annual Meeting.

Line 50: G&A This is the 3% G&A that is allocated to the Annual Meeting activity. This figure results from the way we prepare our overall budget under the FASBE guidelines. This is separate from our overhead expenses. This includes a portion of Executive Staff salaries, legal fees, and support for the Council.

Line 51: Overhead This represents non-salary overhead expenses. It includes rent for the DC office, insurance, computer and other equipment, utilities, credit card bank charges, heat telephone, and a number of miscellaneous items. We allocate 33% of the Society's total overhead budget to the meetings activity. We make a further allocation to individual meetings or clusters of meetings. For example, in 1999 we will have 21 meetings, 12 of these were held at the Annual Meeting. Thus, we have allocated 12/21(57%) of the total meetings overhead budget to the Annual Meeting.

Line 52: Total Expenses Including G&A

Line 53: Net

 
© 1999 American Meteorological Society