Dear all,
There are some severe errors in Event Request Form. It needs to be simplified and corrected.
One of the errors is that it should read:
Break even number of participants = (FE - FI)/(VI - VE) instead as of: (FI - FE)/(VI - VE) Thus we have a sign error!
Furthermore many organisors use "Total Income" instead of FI and "Total expenses instead of FE. This is probably due to the fact that the corresponding lines are so near to each other. As a consequence they come up with (for example) 0.07 number of participants in order to break even. (See the attached document as an example).
It would be best to create a quite simple Excel sheet where the organisor would have just to fill: - The category of the event (working conference etc. in order to calculate the IFIP fee automatically) - The duration of the event (in days) - The expected number of (full paying!) participants without invited speakers, local people etc. - The expected contributions from supporters etc. - The expected income from tutorials
- The expenses (pre event and during event) - The expected expenses per particpant (proceedings, coffee,..).
All the other numbers (contingencies, break even,...) would then be calculated automatically by Excel.
The informations concerning "surplus share to IFIP" ect., are mysterious and nobody has used these informations in practice. Thus they might be cancelled.
Best regards Otto