When we hosted in Asheville, the University was the one on the hook
for the hotel contract (and I think ultimately it would have fallen on
me, personally, since I signed the paperwork); we had to do this
because there isn't a "Code4Lib" organization that can sign the
paperwork (or hold/transfer money in any legal sense).  It does make
one very cautious about expenditures...

The hotel that we used, The Renaissance, was the same one that had
been used the year before in Providence so our hotel contacted the
Providence Renaissance and asked questions about the reliability of
the group, etc. (we received good marks which I think made it easier
to negotiate the contract).  With this year's conference being hosted
at a Renaissance, too, I imagine we're building up a good
history/reputation with them.  Don't know what's available to you
though.

So, in short, I don't think you're operating under a faulty assumption
at all.  Until there is a legally recognized "Code4Lib", some other
entity has to sign the contracts (UIC in this case).  It's the biggest
case, I think, in the argument for more organization (though we seem
to be doing okay playing fast and loose too... at least we keep
finding people willing to put themselves on the hook<g>).

As for flow of money, there has, in the past, been variable amounts of
money left over from the previous year that gets transferred in the
form of sponsorship to the new hosts.  This, to my knowledge, has
always been a university to university transfer.  I don't know any of
the specifics this year... you might inquire with this year's hosts.
There is never any guarantee that the conference will turn a profit
though so you really can't count on this continuing to be the case.

Hope that helps!
Kevin

On Wed, Feb 15, 2012 at 8:57 PM, Francis Kayiwa