Prepare a preliminary budget. Forecast revenue and expenditure based on participation numbers, including considerations for sales tax (income and expense) as well as gratuity owed for meal events.
Find out last conference's occasion including dates, host, website, events, attendance, and hotel room booking and occupancy counts.
Consult with Dean's Office with prior planning, contract negotiations, online store, and website needs.
Disclose all non-university sponsors of the conference, including membership organizations or professional associations.
Disclose student participation, ages, fees and payments.
Disclose all contractual agreements.
Comply with University procedures regarding accounting transactions, sales tax, payments to speakers, cash handling, and Internal Audit guidelines.
Allow plenty of time to produce the website.
Establish refund policy for conference sales.
Take care in scheduling events during peak hotel and Austin seasonal events.
When arranging transportation vehicles, abide by university guidelines regarding minors, and vehicle capacity.
Use separation of duties guidelines for cash handling, account reconciliation, and expenses.
Comply with University policies regarding alcohol sales on campus. The general rule is that alcohol may not be served or consumed on campus, unless it is at a special event approved by the Office of the President. To request an exception to be able to serve alcohol at a special event, contact the Provost's Office to begin the application process.
Consider the 3.25% monthly incurred on 19 accounts.
Do not sign any contracts or agreements. Business contracts and service agreements must be routed to the Office of Vice President and Chief Financial officer for signature.
Do not sign hotel contracts. Hotel contracts valued at $50,000 or less must be routed to Contract Administrator and Faculty Leave Liaison Destin Ray Smith for signature.
Do not handle cash, check, or credit card payments without complying with University guidelines for cash handling.