Budget Sheet for Job Fair

[Lide Duan]

Hi,

Please see the attached for a first version of our budget sheet.

About the place:

Asian American Resource Center (AARC) has a large ballroom that seems to be a great place with reasonable price. I called them today, but unfortunately 5/4 is already booked. We have to find another place. So I also looked up online UT Pickle Commons Learning Center, which has a big Commons Atrium (11k sq ft, 300+ capacity) and two smaller WPR Atriums (5k+ sq ft, 120-170 capacity). They also have very reasonable prices. I'll call them tomorrow to figure out the parking and tax expenses, etc.

There will be a lot of details that need to be filled into the budget sheet. Just a few questions I can think of at this point:

1. I'll try to book the big Atrium, but in case it's not available, is the smaller one big enough (~150 people capacity)? The rate will be even lower for UT employees/students (with an IDT account?).

2. In case Commons doesn't work out, any other suggestions on hosting place?

3. Do we have dinner on 5/4? Expenses?

4. Do we have proceedings or something similar after the job fair?

5. Please think of promotion channels. 

Finally, and perhaps most importantly, I noticed that Commons stated that "commercial entities or non-profit organizations making money from a meeting or program are prohibited from using the facility". I assume that CASPA doesn't belong to this category, although participating companies are charged? Right?

Please let me know your thoughts. Thanks.

Lide

[haoxing ren]

Non-profit does not mean losing money. The positive cash flow is called surplus. Usually a non-profit has rule for minimum surplus. So it actually tries to make certain percentage of the income. I think we should shoot for 20% surplus for the entire income. 

Maybe it makes sense to go take a look at these places at Commons before deciding which place to choose. This is also depending on how many companies we can recruit. 

Feel free to come up the schedule and plan as the budget allows.

we can contact all the local Chinese news papers, UTCSSA, and other professional organizations. We should also ask officers to spread the word out in their own company and friend circle. 

Haoxing

<Budget.xlsx>

[Lide Duan]

OK, I call Pickle Commons today, and the details are in the attached updated excel file.

What I am assuming right now:

Time: 1-5PM (companies can check in at 1, and job fair can start at 2 till 5.)

We will need about 10 tables.

Snacks and beverage: 2 gallon coffee, 2 gallon iced tea, 2 gallon juice, 5 dozen cookies, 4 pounds nuts, 2 quarts chips.

So the total rental and food/drinks fee is calculated to be $1574. Detailed breakdown is in the excel (yellow part).

There may be other items that are not listed, e.g. printing, etc. But the majority are here I guess.

So it seems like if we can secure 2-3 companies, we should have surplus. 

Before we reserve it, anybody want to stop by Pickle and check it out first? (we can figure out a convenient time, and I will call to make an appointment)

Lide

[Lide Duan]

Hello guys,

I think we need to reserve the venue soon. I stopped by Pickle Commons center yesterday, and checked out its Atrium (the place for rent for our job fair). I think it's a very nice and spacious place, and the rental price is also very reasonable. I took an overview photo of it (attached), and the below link is the layout of the building:

https://www.utexas.edu/commons/attendees/layout_commons.php

Please refer to the budget sheet I sent out previously for the detailed costs. 

Here is the policy for making the reservation: we can reserve May 4th afternoon now, and if we cancel the reservation within the next two weeks, there will be no charge; if we cancel it after two weeks, we will need to pay 50% of the rental fee ($130). They will prepare the estimated cost for us once we give them all the details (time slot, # of tables, snacks and beverage, etc.). However, there is no need of paying anything before the event. We will pay them full after the event. 

Any questions or concerns? If we all think this is OK, I can work with them to make the reservation asap.

Thanks,

Lide

[Haoxing Ren]

Thx for preparing this. Please go ahead to reserve the place. We can afford the cancellation fee if necessary .

Haoxing

<2014-01-31 16.14.35.jpg>

[Lijun Pan]

It's a big deal. Reserve it ASAP please. Thanks for your efforts.