Library Event and Conference Planning: Timeline and Budget

Event Timeline:

First, check with the Director of Communications, Alex Avelino, at aavelino@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 

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.