Ending Up in the hole!

I have a very earnest question for any of you that have been involved with the planning or putting on a conference for writers, agents etc. When all is said and done are they suppose to make money, break even, or put the club in the hole???

When I did them for the government, they fussed if we made money, fussed if we didn't, and fussed if we broke even....so who knows?

JJ

p.s. I will say this...when I do one for our class reunions, we (the committee members) try to make a little bit of money because the cost of doing business goes UP every year. So...we always try to make a profit.

JJ

Come on ladies need help here???

Okay, I posted before about the guy who is an attorney turned writer/agent/publisher. He's having a literary conference with a writing contest and an expensive banquet where the prizes will be presented along with publication in his online magazine.
He is charging a $20 entry fee to the contest and $135 conference fee plus I think it was $85 for the banquet. His conference speakers are agents and publishers--(himself and his wife) and a couple of published authors - (himself and his wife and another guy vanity published by his publishing company).

I can't believe how many of my writer friends are submitting work and going to the conference. Seems like a rip off to me. As to profit, the guy is apparently making more money than he would make as an attorney.

The non-profit writer groups to which I belong usually make a small profit that they use to get the next year's conference going and pay expenses for speakers, etc. A lot of the speakers turn out to be friends of those in charge or someone they hope to influence, but usually the program is somewhat instructional.

Hope that helps. I don't think there is one answer.
smile

I should add that I just attended an American Christian Writers conference which I thoroughly enjoyed. It was very instructional, but primarily for beginning writers.

I would have preferred that they include more agents and publishers and less authors as speakers, but everyone was so nice and it was well organized so... No contests.
smile

If you can't make money or at least break even, I wouldn't even try to do it. Chatty, never done this so I don't know.

I've planned an expo and by all accounts it was very successful.... althouth it was not for writers.

You have NO IDEA how hard it is and how time consuming it is to do it. It's just a major undertaking. Therefore, you need to make sure you make at least some money for the amount of work you will have to put into it to make sure it's a well attended success.

I've been involved with a few writers' conferences, and the goal was to cover expenses and make enough to start the next year's planning.

Thanks and that does answer my question. On Monday the 21st I am gong to my regular Writers Club meeting. We just had our conference and the attendance was mind boggling, many speakers, agents and publishers and authorsattended. I received an email days afterwards from our Vice Pres. stating that the Conference put her and our President in the hole to the tune of $5000. to $7000. they are asking for ideas of ways we as a group can try to help recoup this money. I for one want to know WHY we came out in such poor shape? This is my first conference and I thought maybe I was wrong and all of them ended in such a mess financially....Should be an interesting meeting.

At the meeting the membership should require an income and expense statement backed up by cancelled checks, verified receipts, and deposit slips.
If a written budget was developed prior to the conference, the income and expenses should be analyzed for compliance. If not in compliance, the excess amounts should be justified and either approved or disapproved by the membership and/or board of directors. Then a plan for covering excess expenditures developed.
In the future, a written budget should be developed for any project and strict compliance should be required.
A policy manual should be written to require at least two signatures on checks and expenditures in excess of budgeted amounts except with approval of the membership and/or board of directors should be specifically prohibited.
Cash receipts should be counted in the presence of at least two people who should verify amounts in writing.

That is not to accuse anyone of theft, but to prevent accusations. There are many other financial and personnel safeguard policies that should be developed by any organization, but that's all I can think of now. (Everyone probably knows these things, but the way I know them is that I have directed several non-profits and I audited non-profits for the govt.)

Just some ideas for your meeting Chatty. You'll get them straightened out.
smile

Smile, I appreciate the information. A lot of us know 'about' these things, but not the details - the nuts & bolts of the business. I'm always into learning. Thanks for sharing.

Chatty, assessments are normally done way before the conference ever takes place so I'm baffled as to how they could have gone into the hole for that large amount. Attendance fees are collected in advance, so other than course materials (which should have been figured into the fee) what could they have possibly gone into the hole for? Especially to the tune of 5-7K?

If I were you and the rest of the members, I would want to see a breakdown of expenses, for sure. NO MISCELLANEOUS categories either. They are always there, but explanations with a separate breakout are given.

I would be interested in hearing how this comes out. I've hosted about 5 conferences in the past and accountability by all involved is always at the forefront. Or should be! I think it helps things run smoothly.

JJ

Are you having another conference anytime soon, JJ? I haven't been to 'Bama in a long time. Give me an excuse....<grin>

Thank the good Lord no. Not that kind anyway. It was called a "Combined User's Conference" and was training to show people how to use the software we developed (read WE = government via my company). Talk about a snoozer...

But I AM checking into having a WRITER'S CONFERENCE in my area. Now we're talkin'!

I'll let you know if that happens! JJ

p.s. If not a writer's conference, a BOOK FESTIVAL. Either one. I'm waiting to get a reply from some folks in this area. Huntsville is a big place and has much to offer. We have Constitution Hall Park, Spring Park (where Jessie James robbed a bank and then jumped over into the waterfall which is still here!) and Redstone Arsenal and the Space and Rocket Center...golf running out the kazoo for anyone interested (Robert Trent Jones Golf trail) and loads of other things. We have a wonderful Convention Center and the rates for hotels and eating in this area are low compared to most big towns. Oh and also, 60 miles down the road is Helen Keller's birthplace and the Music Hall of Fame where Percy Sledge, the Rolling Stones, Beatles, and many many others recorded all of their music. So, there is a lot to see and do here. The town is not too big (like Birmingham) and not to small.

So hopefully, I can get someone's attention. We'll see.

JJ

[ March 20, 2005, 10:16 AM: Message edited by: jawjaw ]

JJ, I am on the planning committee for a book festival for out state's centennial. It will be May 21 this year at one of our universties.
There will be published authors speaking, booths for various orgganizations, workshops, a film festival, writing contests, story tellers, puppets and events for children.

We started last year with a $25k centennial grant which was matched a friend with lots of money (she just gave $13 million to the university). Her husband is a sort of publisher so there won't be many publishers present and no agents, but lots of writers and books.

It was a lot of fun last year. Dan and I took my puppets and he had never done anything like that before, but was hilarious as a book worm. However, publicity was non-existent and attendance was low. This year, I insisted on a publicity committee and hopefully attendance will be better.

JJ, Maybe that will be around the time you're traveling and you can come. You might get ideas for a festival in your town.
Anyone else who wants to come is welcome also. I think booths are either $50 or $150 for writers and attendance is free.

smile

Smile is this in Oklahoma, you didn't say...

Yes, Oklahoma City University. Sorry.
smile