V FINANCES

Part V. FINANCES

 The National Button Society protects the Host Group from incurring any losses related to the NBS Convention. The National Treasurer will pay Host Group convention debts only from convention income and/or funds raised specifically for the purpose of hosting the convention; convention debts are not charged against a Host Group’s regular organizational treasury. After all convention expenses have been paid, both those incurred by the NBS and those incurred by the Host Group, the NBS and the Host Group will divide any convention profits equally. Should there be no profits, the NBS will underwrite any losses incurred by the host organization.

          Several previous Host Groups have graciously donated a portion of their convention profits to the NBS General Fund. The NBS gratefully accepts such donations and acknowledges them in The National Button Bulletin.

NBS INCOME & EXPENSES

Income:

  • 50% of dealers’ table rental fees
  • 100% of payments made to Show Manager by dealers for additional expenses (electricity, phone lines, shipping, etc.)
  • 100% of NBS publication and NBS logo product sales at the convention
  • 100% of competition tray slip sales
  • 50% of convention income after all NBS and Host Group expenses
  • 100% of contributions to Junior Program, p.201 Oct.2011

Expenses:

  • Starting 2 years prior to the convention allow the Host Group to spend up to $3,000 before they have earned any convention funds
  • Electricity for judging period
  • Dealer expenses (electricity, phone lines, shipping, etc.)
  • Tuesday and Wednesday lunch coupons for judges, clerks, runners, etc.
  • Thursday dealer set-up coffee
  • Fee for showroom microphone
  • One-half of fees for AV equipment for workshops and programs.
  • NBS-specific office supplies, copies, printing, postage, etc.
  • Competition ribbons
  • Competition tray slips
  • Junior activities
  • Special appreciation gifts
  • Salaries for Show Manager and Assistant Show Manager
  • Travel allowance reimbursements for those approved by Board
  • Shipping of racks, library, publications
  • Losses incurred by the host organization. The National Treasurer will monitor income and expenses to try to prevent losses.

HOST GROUP INCOME AND EXPENSES

  • Host group shall make a budget. The NBS Treasurer shall pay their bills according to the budgeted amounts.  If expenses are not in the budget, the Host Show Coordinator must approve before the NBS Treasurer can pay the bill.

Income (profits that are split 50/50 with NBS after all expenses are paid):

  • 50% of dealers’ fees
  • 100% of all fees* for registration, meals, events, tours, etc.
  • 100% of convention entrance fees for NBS members and guests.
  • 100% of proceeds from favor buttons
  • 100% of all fundraisers conducted by Host Group
  • 100% of cash donations made specifically to the Host Group


 

Expenses (paid out of show income prior to splitting profits with NBS):

  • Hotel expenses such as ballroom rental fees (if applicable) and table rental (showroom tables and other tables as needed), etc.
  • Host-specific office supplies, copies, printing, postage, etc.
  • Registration packets (name tags, etc.)
  • Fundraising expenses
  • Local publicity, posters, etc.
  • Showroom security for five nights (Monday through Friday)
  • One-half of fees for AV equipment for workshops and programs
  • Monday reception
  • Thursday reception or dinner (priced to be self-sustaining)
  • Saturday breakfast (priced to be self-sustaining, including favor button cost)
  • Favor buttons
  • Any other miscellaneous expenses
  • OPTIONAL COSTS: hospitality room, breakfast centerpieces, additional meals or receptions, tours, goodie bags for attendees, etc. (see part IV).
  • Financial Report: After all bills are paid and all reimbursements are made, the NBS Treasurer will submit a financial statement to the Show Coordinator and NBS President. Surplus funds remaining after all bills are paid and all reimbursements made will be divided evenly (50% and 50%) between the Host Group and the National Button Society.

 

*NOTES ON HOST GROUP FEE INCOME

  1. Spouses or other guests who attend a meal, program, workshop, reception, or other event are required to pay the registration fee plus relevant event fees.
  2. Dealer helpers, whether identified on a showroom contract or not, are required to pay the registration fee. Only the individual named on a contract as “Dealer” does not pay the registration fee.