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Library Event and Conference Planning: Timeline and Budget

Use this guide to help you create an event plan, manage your budget or fiscal processes, order food, reserve hotel rooms, etc.

Developing Event and Program Timelines

Event Timeline:

First, check with the Director of Communications, Barbara Hood, at bhood@ufl.edu, to make sure another Libraries event is not happening at the same time on your proposed date.

Your planning team should develop an event timeline.  The timeline will help you:

  • Set goals and meet deadlines
  • Designate roles and responsibilities
  • Assist with budget development
  • Assist with marketing and promotion dates when information is needed to properly promote

Timeline template: https://docs.google.com/spreadsheets/d/1BwGNayzDJS29z-g7oL9_kU51wEM9fDrh48QXN2HEZfc/edit#gid=0
(Feel free to copy the template and save it to your own Google Drive account)

Program Timeline:

You should also develop a program schedule/timeline. This timeline will help you:

  • Keep track of events
  • Space your breaks
  • Manage room reservations, if scheduling multiple tracks

Program of events template: https://docs.google.com/spreadsheets/d/17gr5Oky7fSQWNXOBFitDiVeWje4XNf43wLjOOQQ7ltc/edit#gid=1174513335 

Develop a Budget

The next step is to develop your budget. It is very important that you consider the costs of each session and stay within your budget. Costs may include:

  • Rental of facilities
  • Meals
  • Entertainment
  • Invited speakers
  • Pre- or post-conference sessions
  • Tours
  • Miscellaneous expenses (swag, raffles, gas, etc.
  • Administrative fees (charged by Division of Conference Services) 

Budget template: https://docs.google.com/spreadsheets/d/1upPilC9LnnR1Cv1oS-CeSfC5GwzhAr0NvTi8Wy0HSvk/edit?usp=sharing 

  • Estimate your expenses in column B. Post your actual expenses in column D.
  • Keep track of your receipts and update the spreadsheet regularly!
  • If approaching vendors for sponsorship, you can use the (Budget - Revenue) tab for managing sponsorship funds.

 

Visit Gainesville, Alachua County, FL offers a conference grant for events hosted in Alachua. If you have attendees traveling from out of the county, consider applying for this grant.  The purpose is to enhance Alachua County as a destination.  

If you need additional funds to help with costs, you can also speak with the chair of your department about possible sponsorship by the UF Libraries or other campus units. 

 

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