Budgeting for DAA events policy

Transcription

1 Adopted: August 2007 Revised November 2017 To be reviewed: November 2020 DAA General Policy & Procedure Manual Finance Budgeting for DAA events policy Introduction DAA delivers a number of events for members each year at national, branch and interest group (IG) level. These can take the form of conferences, workshops, seminars, networking events, ABMs and award ceremonies. Appropriate and equitable use of DAA funds to support such events is essential. This policy applies to all events other than the national conference. Policy Statement Allocation of funds to support member events is based on equity, maximising access, strategic priority and legal requirements. Policy Guidelines General All policies related to budgeting should be reread by all Branch EDC treasurers; IG convenors or any other person engaged in event budgeting prior to developing draft budgets (see Related Policies below) All events should be fully budgeted using the appropriate template and submitted to the Manager Professional Services at least 16 weeks prior to the event Event budgets will be given provisional approval until all costs are confirmed. Event registrations cannot open until the final budget is approved. Unless approved by the Manager Professional Services events should not make a loss and will be budgeted accordingly Costs Event costs should be kept to a minimum so that member event registrations can be appropriately priced. Use of reasonably priced venues is encouraged to reduce costs to members. Every effort should be made to ensure overheads are kept to a minimum. See appendix 1 schedule of fees for DAA event registration pricing. Webinars should be costed according to the schedule (appendix 1) which will be reviewed annually. If there are high costs associated with an event or webinar for specialist programs or speakers, higher registration fees may be considered if there is demonstrated strong interest and commitment from members to pay that higher fee. If there is no cost associated with an event it may be provided free to DAA members only A 1/8 Phipps Close, Deakin, ACT 2600 T E nationaloffice@daa.asn.au F W daa.asn.au ABN

2 If there are small costs associated with running an event such as snacks or the covering of a speaker fee the minimum fee is $11 (incl GST) as this is the smallest amount which can be processed by credit card. DAA student members should attend free in this case. A $5 per person on cost for administration fee will be applied to registrations (except member registration to free events) to contribute to DAA overhead costs (staffing, registration systems, advertising systems) DAA events may not be provided free to non-members unless they are invited speakers. See policy on the DAA website Members Section >DAA Policy and Procedures Finance Nonmembers attendance at DAA activities. The only other exception is when the event is a networking event held in a public venue at no cost for attendance. Alcohol Alcoholic drinks are appropriate at evening social functions in addition to non-alcoholic choices (including water). Only non-fortified wines and beer/cider will be provided no spirits or cocktails If beer is offered, a lower alcohol option should be available. Up to two glasses of wine or beer/cider per person can be budgeted for. Options for participants to purchase their own additional alcohol may be provided if necessary. Food will always be available when alcohol is served Complementary registration The following complementary registrations are allowed: Event invited speakers - one per speaker (does not include Master of Ceremonies, facilitators/session chairs. Panel members (may be negotiated) Event sponsor one per sponsor Webinar Moderator- one per webinar Event administration volunteer one administration registration per live event with a single stream with more than 3 invited speakers and/or panels in 3 hours. For large symposium events with multiple concurrent sessions/streams, one administration registration to be provided per number of streams/concurrent sessions up to a maximum of three. All other live events are not entitled to event administrator registrations. This person/s is responsible for event administration on the day of the event and is unable to claim Continuing Professional Development hours through the Accredited Practising Dietitian Program. Annual Member Update and/or DAA Leaders Tour Branch Annual Member Updates (formally Annual Branch Meetings) and Branch DAA Leaders Tour events are required to be open to all members at no charge. Annual Member Updates consist of reporting on EDC activities and presentation of awards and should be attached to a networking or CPD event run by the Branch EDC. Branch DAA Leaders Tours consist of a feedback session with a Board Member (supported by a staff member) and a CPD component (guest speaker). Events associated with an Annual Member Updates or Leaders Tour can require a registration fee but members just attending the Annual Member Update or Leaders Tour cannot be asked to pay. Page 2

3 For this reason, there should be distinct segmentation of the event so it s easy for non-paying participants to know when to leave/arrive. Sponsorship The use of sponsorship funds to cover costs is appropriate. Branch EDC or IG events wishing to attract sponsorship from national partners should contact the Professional Services Administrator as soon as possible. Sponsorship from non-partners can be obtained and factored into the budget once partners have been given first option. For more information on sponsorship see the Events Manual Maximising participation Incentives to support participation of rural members should be considered e.g. an event in a rural location, appropriate timing at city location, videoconferencing, holding webinars. Events which aim to maximise access to rural or other isolated member groups will be considered by the Manager Professional Services in consultation with the CEO for subsidy with Association funds. National Conferences incl workshops National Conference budgeting is addressed in the Conference Policy Manual. o Note: When budgeting for workshops to be delivered at the National Conference the policy is for invited presenters who are non-daa members to have their costs covered and should be included in an approved operations budget. It is not normal practice for members to have their costs covered. Presentation at a National Conference workshop is considered in the same vein as presenting a submitted oral paper. o IGs running workshops can apply for $50 speaker gifts for presenters by submitting the request in their operations budget Related Policies/Documents Conference Policy Manual DAA Events Manual (Branch EDC and IGs) DAA Finance Manual (Branch EDC and IGs) which includes the following policies (in Appendices): Policy for remuneration of speakers and payment of expenses at CPD events Cost of non-member attendance at DAA activities policy Policy for cancellation from CPD events CPD grants policy Use of DAA funds for Discretionary Gifts and Gratuities policy Corporate Partnership and Sponsorship policy Policy for Acceptance and Dissemination of Advertising (including Trade Exhibitions) Guidelines for developing draft Branch and IG Budgets policy Page 3

4 Appendix 1 Schedule of fees IG and Branch EDC Speaker fees Type of presentation Amount to be paid Presentation < 1 hr $120 Presentation of1hr or more $250 Sole presenter/facilitator >1hr Speaker with higher level qualifications as an educator, a public profile or other specific expertise. Multiple presenters/facilitators Speaker with higher level qualifications as an educator, a public profile or other specific expertise. Panel member Conference IG workshop presenter Non Dietitian Conference IG workshop presenter Dietitian $120 /hr of presentation time $250 $50 gift To be negotiated $50 gift Page 4

5 IG and Branch EDC Event Registration fees* Type of registration fee Webinar - live Webinar - recording Videoconference Full day live event Half day/evening live event Minimum registration fee Amount $33.50 pp (plus GST) $23.50 pp (plus GST) $20 pp (plus GST) $109 pp (plus GST) $68 pp (plus GST) $10 pp (plus GST) *If there are high costs associated with an event or webinar for specialist programs or speakers, higher registration fees may be considered if there is demonstrated strong interest and commitment from members to pay that higher fee. The converse also stands, if there are lower costs associated with an event, the IG/Branch can request that a lower registration fee apply. Written justification must be provided in order for the change in registration fee to be considered. Page 5