Cost Comparisons for Organizations

BASED ON THE FOLLOWING ASSUMPTIONS:
1) 100 Participants / 100 guests (200)
2) 4 Speakers and 2 Staff
3) 4 Day Hotel conference vs 7 day Cruise
4) 2 Cocktail Receptions, 2 shows planned for group
5) 20 Hrs CME $795

 
 

LAND RESORT 4 Nights

5 STAR SHIP 7 Nights NOTES
REVENUE      
Participant course fees - 20 Hours CME 100 participants $79,500.00 $79,500.00
$795 x 100 participants (avg. course fee)
Guests - 100 guests $7,500.00 $7,500.00   $75 x 100 (avg. guest fee $75 x 100)
TOTAL REVENUE $87,000.00 $87,000.00 -
FIXED COSTS (Based on average costs)      
Audio-Visual (4 days) LCDs, Screens, Mics

$7,000.00

 - Included
Suggest marketing by E Card IT estimate 8 hours x $75 $600.00  - Complimentary E-cards and Website registration link, graphics only, postage additional
Syllabus - Suggest send digital to download   - No fee - emailed prior to cruise
Facilities Rental $1,000.00 - Included
Speaker Fee/Honoraria (4 speakers) $10,000.00 $10,000.00 (One option is to include free guest in lieu of honorarium)
Pre-course registration services (cc transaction cost not incld) $6,000.00 - CEI provides complimentary course registration services (cc transaction cost not incld)
TOTAL FIXED COSTS $24,000.00 $10,000.00 -
VARIABLE COSTS - - -
Coffee Breaks      

Land would be 4 breaks x $15.00 pp x 100 course participants

$6,000.00 $4,000.00 Breaks in meeting room AM (coffee, tea, water and  danish, fruit, yogurt) and PM (coffee, tea, water, cookies) $10 pp x 4 breaks x 100 conferees.
       
Continental Breakfast
4 x $21PP x 100 (conferees only)
$8,400.00 - All meals included for conferees and guests
Board Luncheon
$29.00pp x 25
$725.00 - All meals included for conferees and guests
Networking Luncheons
3 x $29.00 x 100pp (conferees only)
$8,700.00 - All meals included for conferees and guests
Rooms for speakers, staff -       
4 Nights at $275 per night, 4 speakers, 2 staff $6,600.00 Comp rooms earned at rate of 1 for 15 (does not include taxes)
Room taxes and occupancy fees ttl 26% $1,716.00 $1,740.00 6 rooms Port taxes for 6 people (7 days)
Speakers Food Allowance
$75 x 4 speakers (4 days) 
$1,200.00 - All meals included for all 200 people.
Staff Food Allowance     Regardless of number of days, food is included
4 days @ $75 x 2 staff $600.00 - All meals included for all 200 people.
2 Receptions: Open bar 200 people including guests $69 pp (x2 x200) $27,600.00 $5,000.00 One Reception for group is complimentary - 200 people (200 x 1 x $25 pp)
1 Gala Dinner, includes guests $150 x 200 w/wine $25,000.00 $3,000.00 Meal included; Wine with dinner $15 pp
  $86,541.00 $13,740.00  
Taxes, room fees  & Tips on Food & Beverage @29% $25,096.89 $1,896.00 $13/day x 7 days x 4 speakers & 2 staff all taxes, fees, grat
TOTAL FOOD COSTS $111,637.89 $15,636.00 -
Entertainment - 2 nights $15,000.00 $0.00 Nightly entertainment included on ships
TOTAL COSTS $126,637.89 $15,636.00  
TOTAL REVENUE $87,000.00 $87,000.00  
ASSOCIATION PROFIT/LOSS ($39,637.89) $71,364.00 Profit - can be used to upgrade VIP's, cover air costs or donation back to organization or additional fee to Speakers