Toastmasters Conference Business Plan
Conference Sub-Committee Chairman: PRO’s: Secretary: Treasurers: Booking Secretary: Entertainment: General:
Accessibility xxxxxxxx is accessible by road, air, rail and bus. Numerous connections by bus can be made daily to all of the major towns and cites, with hourly departures to xxxxx, xxxx and xxxk. Less frequent connection can be made to the same centres by rail. xxxxxxx Airport is located xxxxxx miles from xxxxx.
Marketing The conference is open the general public, but is specifically run for the purpose of holding the District 71 Council Meeting and Speech contests of Toastmasters International. The conference will be actively marketed to all of clubs in District 71 with a membership of approximately 3400 in Ireland and the United Kingdom. This will be accomplished by: a) b) c)
Sending conference information to each Club President Attending Area and District Finals and publicising conference Distributing local tourist information to both of the above
In common with past conferences it is expected that many of the travelling contingent will bring along their partners or spouses. Some of these are expected to attend the conference, whilst an excursion to one of our local tourist areas and a shopping trip will be laid on for the remainder depending on numbers. The conference will be marketed on a local basis by use of newspapers, radio, posters and possibly television. The educational workshops, banquet and the contests are expected to have a widespread local appeal. The sub-committee will approach local newspapers with a view to running a supplement or other article that will publicise the event.
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Toastmasters Conference Business Plan Guest Speaker A number of prominent guest speakers for the conference have been mentioned.
Proposed Conference Format Friday Night Registration Opening Ceremony Welcome Party & Disco Saturday Morning 4 x Educational Workshops Council Meeting Afternoon Speech Contest/s (both in the Autumn, one in the Spring – see below). Evening Banquet (plus dancing to live music). Sunday 2 x Educational Workshops Evaluation Contest (Spring only) Hall of Fame (autumn only) Closing Ceremony (approx. noon)
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Toastmasters Conference Business Plan
Conference Venue xxxxxxxxxxxxxxxx, xxxxxxxxxxxx, xxxxxx, xxxxxxxxx, xxxxxxxx Website: Phone: Fax: Email:
www.xxxxxxxxxxxxxxx.com xxxxxxxxxxxxxxxxxx xxxxxxxxxxxxxxxxxx info@xxxxxxxxxxxxxxx.com
Hotel Facilities Rating: 3 Stars Opened: 1994 Bedrooms: 100 Restaurants: xxxxxxxxxxxxx & xxxxxxxxxxxxxxxxx Conference Rooms: xxx Room: 350 – 500 VCR, Laptop, TV, OHP, Roving & Fixed Mic’s xxxxxxxx Room: 15 – 40 VCR, Laptop, TV, OHP, and Flip Charts xx Rooms: 15 – 50 VCR, Laptop, TV, OHP, and Flip Charts Boardroom: 15 – 50 VCR, Laptop, TV, OHP, and Flip Charts Combinations of the xxx, xxxxxxxx & xx rooms are possible
Educational Considerations A number of ideas and presenters of a local and international flavour are being considered for the Educational Workshops The educational workshop is considered to be one of the most important aspects of the conference. People can put the lessons learned at these workshops to use in many situations and the opportunity to hear a skilled orator is an opportunity that many toastmasters will not miss.
Website The xxxxxx Toastmasters club is in favour of setting up a website similar in format to that which can be accessed at www.toastmaster.org. The club executive and Conference Sub-committee believe that such a site would be an invaluable marketing tool for all of the organisations activities especially the conference.
Expected Attendance Opening Ceremony & Disco
200 Page 3 of 6
Toastmasters Conference Business Plan Educational Workshops District Council Meeting Competitions Banquet Hall of Fame Closing
50+ at each 150 200+ 220+ 150+ 150+
Some Local Tourist Amenities Xxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxx Xxxxxxxxxxxxxxxxxx
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Toastmasters Conference Business Plan
Potential Finance Scenarios (Please note all in Euro). Table 1 Potential Gross Income Scenarios Attendance Option a) Complete Weekend b) Complete Weekend Excluding Accommodation c) Saturday Educational Events, Accommodation & Banquet d) All Day Saturday and Banquet e) Saturday Educational Events Only f) Banquet Only g) Speech Competition
Less Hotel Administration Gross Attendance Income €
Price to Delegate
Profit per Delegate
Low Medium High Total No. Total No. Total 1200.00 35 1400.00 40 1600.00
200.00
No. 40.00 30
100.00
40.00
30
1200.00
40
1600.00
50
2000.00
130.00
30.00
30
900.00
35
1050.00
40
1200.00
65.00
15.00
20
300.00
25
375.00
30
450.00
35.00 35.00 7.00
15.00 11.00 5.00
15 40 30 195
225.00 20 440.00 65 150.00 40 4415.00 260
300.00 30 715.00 80 200.00 50 5640.00 320
450.00 880.00 250.00 6830.00
1.50 195
292.50 260 4122.50
390.00 320 5250.00
480.00 6350.00
The final Gross Attendance Income figures shown in the table above are used in three potential Statements of Income & Expenditure shown below. Three potential scenarios low, medium and high attendance are used to generate the potential gross income figure. For example, after consultations with the hotel, they quoted that the whole weekend option a) will cost €200 and out of this the club will realise a profit of €40 per delegate. If we multiply the profit €40 for this option by potential attendances then we get the clubs income for the different scenarios. This is deliberately conservative in estimates of attendance. Potential sponsorship and funding income may be on the high side for some regions. Estimates of the costs involved are reasonably generous and all but the low attendance scenario generates a profit, which is shown as the cash in bank figure in the expenditure column.
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Toastmasters Conference Business Plan Table 2 Projected Statement of Income and Expenditure after Low Attendance Projected Income Funding & Sponsorship Attendance Income
Low Attendance Scenario € Projected Expenditure 2000.00 Printing, Postage & Stationary 4122.50 Entertainment Public Relations Trophies Transport Bank Chargers Projected Loss 6122.50
€ 2000.00 2000.00 1000.00 700.00 400.00 100.00 -77.50 6122.50
Table 3 Projected Statement of Income and Expenditure after Medium Attendance Projected Income Funding & Sponsorship Attendance Income
Medium Attendance Scenario € Projected Expenditure 2000.00 Printing, Postage & Stationary 5250.00 Entertainment Public Relations Trophies Transport Bank Chargers Projected Cash in Bank 7250.00
€ 2000.00 2000.00 1000.00 700.00 400.00 100.00 1050.00 7250.00
Table 4 Projected Statement of Income and Expenditure after High Attendance Projected Income Funding & Sponsorship Attendance Income
High Attendance Scenario € Projected Expenditure 2000.00 Printing, Postage & Stationary 6350.00 Entertainment Public Relations Trophies Transport Bank Chargers Projected Cash in Bank 8350.00
€ 2000.00 2000.00 1000.00 700.00 400.00 100.00 2150.00 8350.00
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