CLF Budget Presentation Sharon Vuong, FY12 CLF Coordinator Sarah Gentner, FY11 CLF Coordinator Katherine Van Dellen, FY13 CLF Coordinator Wendy Jenkins, FY11 RCR/RCCE Coordinator Jessica Kiefer, FY12 RCR/RCCE Coordinator Deborah Willems, FY11 Mega Issues Chair Brittney Elko, FY12 Mega Issues Chair

Agenda CLF Background: History Purpose Value Past CLF Budgets (FY07-FY11) Major Costs Cost-Cutting Ideas Increasing Participation Ideas Final Plans for FY12 CLF

History of CLF Began in 2005 (FY06 – Wilmington, DE) by a recommendation from the Student Transition Team Expanded in 2006 (FY07 – Boise, ID) to include SWEFLs Since then, CLF has taken place every year in conjunction with the first BOD meeting and the RG Summit

Purpose of CLF Educate participants about the intricacies of the Society Prepare newly elected collegiate leaders for their duties in the coming year Allow participants to bond and learn to work together as a group Provides face time with the region governors to discuss region collegiate team activities Network and be mentored by professional members and older collegiate members

Value of CLF 59 Responses from Past CLF Participants 98% found CLF Helpful or Very Helpful 91% who have graduated are either working in engineering or have returned to school for more education 96% held collegiate leadership positions at a local/regional/society level How much are you willing to spend to attend CLF? About an average of $73/person

Budget Totals for the Past Five CLFs *Items that have been determined by the BOD and SWE HQ (travel due to location) NOTE: Items highlighted in red were one of the 3 highest expenses for that year

Major Costs Travel (includes flights and ground transportation) Range (Total): $12.1K (Baltimore) - $21.6K (Minneapolis) Range (per person): $243 (SF) - $451 (Minneapolis) Accommodations (hotel rooms) Range (Total): $3.9K (Boise) - $10.6K (SF) Range (per person): $97 (Boise) - $234 (Chicago) Catered Meals (last 3 years only) Range (Total): $6.9K (Minneapolis) - $12.3K (Chicago) Range (per person): $139 (SF) - $273 (Chicago)

Cost-Cutting Ideas Collegiate Attendees Stay at Alternate Hotel Pros: Approximately 12 rooms, $75 cheaper per night saves $900 Cons: Less networking time with BOD over breakfast, etc. Logistically more difficult to get to meetings (cheaper hotels are a mile walk to BOD hotel this year) May cost more in future because we would have to bus over to the meeting rooms Other unforeseen costs

Cost-Cutting Ideas Book Outside of Travel Agency if Cheaper Flight is Found Pros: Travel agency (Gantt Travel through HQ) doesn't always find cheapest flight Allows for search of airlines that probably don't show up on travel agent side No hard number on financial savings, but likely to save money Cons: More work for CLF Coordinators Someone else besides HQ will have to use their own credit card and willing to carry that balance or carry it, if possible

Cost-Cutting Ideas Increase the Participant Fee Pros: A small fee from each attendee allows for extra money in the budget Can be changed yearly based on budget requirements Cons: In reality, there is a max that we can charge Some collegiates will not be able or are not willing to pay The number of “scholarships” (financial aid) will increase as the price increases

Cost-Cutting Ideas Other Options That Will Be Implemented for FY12 No binders for participants, only electronic files Not as many “giveaways” Snacks can be purchased at Costco or similar store Less extravagant evening activities (already looking into options)

Increasing Participation Ideas Allow unchosen SWEFLs the option of paying their own way They are in charge of paying for travel and hotel Also charge them a participant fee equal to the food and supplies Pros: Allows more younger collegiate leaders to become involved with SWE on the societal level Cons: May suggest that in order to be a leader in SWE, one needs to be well-funded Who do we offer this option to? Feeling 2nd tier or isolated to the other SWEFLs Unable to physically accommodate everyone More work for the CLF Coordinator (hotels, etc.)

Increasing Participation Ideas Offer all SWEFL nominees the option of participating electronically Pros: Allows more younger collegiate leaders to become involved with SWE on the societal level Cons: Requires internet/conference call capability at the site Requires access to screen-sharing software Some sessions may not work well via this medium due to the level of interaction required

Increasing Participation Ideas Target local unchosen SWEFL nominees the option of participating but not staying at the hotel Involves only those in the area $ amount maybe the cost of food and fees Pros: Allows more younger collegiate leaders to become involved with SWE on the societal level Cons: Varies each year – Austin is in a good location as there are many sections close by The number of possible participants will vary based on CLF location and the nearness of schools and internship employers (depending on CLF timing

Proposed Plan for FY12 CLF Collegiate Attendees Stay at Alternate Hotel Book Outside of Travel Agency if Cheaper Flight is Found Increase the Participant Fee ($25 < x < $150) Offer all SWEFL nominees the option of participating electronically Target local unchosen SWEFL nominees with the option of participating but not staying at the hotel