SCIENTIFIC ACTIVITY PLANNING

Budget Guidelines for Event Organizers

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 $3,500/mth
Per Diem offered is $50/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

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 2008

Type of Travel	Place	Maximum Range Return fares
Airfare	Asia/India/ Africa	$1,650 - $2,000
	Australia/New Zealand	$2,500 - $3,500
	Canada - East	$500
	Canada - West	$800 - $900
	Europe - Eastern	$1,000 - $1,500
	Europe - Western	$800 - $1,000
	South America	$1,000 - $1,400
	USA - East	$400 - $600
	USA - West	$600 - $900
Train	Canada - East	up to $500
	Canada - West	up to $800
Bus	Ontario	up to $200

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2.WORKSHOP CATERING AND RECEPTIONS
(Note: Overhead costs are capped at 10% of Fields funding expended on scientific activity. )

Morning coffee and afternoon tea breaks will be arranged by the Program Coordinator for events funded by the Institute. *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 $12-15/day per person (with luncheon $25-30/day per person).
Off-site catered: Morning coffee and afternoon tea breaks at $15-18/day per person (with luncheon $27-30 day per person).

Receptions can also be arranged for your event through the Program Coordinator, with a cash bar and light hors d'oeuvres

Banquets, Luncheons or Excursions are arranged only on a cost recovery basis supported with a registration fee or organizer arranged sponsorships. As it is necessary to budget the cost accurately please discuss this option with the Program Manager before registration for your event is open.

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 wime 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 )

3. SAMPLE BUDGET

Income for Vistor Support
Fields Institute Support			$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
	7 days ($40/day meals + up to $160/day for accommodations)	Economy Travel Expenses up to:	Total
John Brown, Europe West Univ.	$1180	$1200	$2,380
Joan White, Montreal Univ,	$1180	$200	$2,380
Jed Green, Post-doc, UK	$1180	$1000	$2,180
Shawn Orange, American	$1180	$900 (US Carrier)	$2,080
Bill Pink, Univ. of Waterloo (only funded for 4 days)	$800	$200	$1,000
Expense - Workshop Costs
Lunch during workshop (covered by registration fees)			$3,000
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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