Student Professional Awareness Committee

Planning Your S-PAC Budget

What’s in Here?

The purpose of this section is to guide you, step by step, through the data items and calculations necessary to plan your budget, figure out your ticket prices, and determine the level of subsidy that you may request from RAB (the RAB Subsidy). It consolidates key values from your worksheet and presents them as a balance of income and expenses. It also requires a summary of the program you intend to present.

If you have Excel, you should download the budget form and submit it electronically after completing it. Otherwise, submit this form to request a hard copy.

It looks long, but…

The worksheet seems long, but it is simple to use. You only need to enter data in the cells highlighted in yellow, all other cells automatically calculate and are locked, so that you cannot access them. Since this is a preliminary form, you are only expected to estimate the number of attendees and calculate to the best of your ability, your expenses and income. Your Regional S-PAC Coordinator can guide you through this form, please do not hesitate to contact him or her.

What’s in the Worksheet?

The worksheet has six sections: (1) Program Description, (2) Attendance Estimates, (3) Expense Estimates, (4) Fundraising Estimates, (5) Ticket Revenue, (6) S-PAC Budget Summary. These should be completed in the order in which they appear. Sections 2-6 have a series of notes that clarify individual data items. Of particular importance is the Ticket Revenue section which you can adjust to balance your budget.

What and How Much is the RAB Subsidy?

The RAB Subsidy is money provided by RAB to subsidize IEEE student members for S-PAC expenses. The maximum request is calculated in Section 6 on the basis of projected attendance. You may receive approval for this amount or some value lower, depending on available funds, the extent to which you have sought other funding sources, and your use of realistic attendance estimates. Regardless, you must submit your request in advance of your S-PAC in order to have it considered for approval. After the S-PAC, the amount of pre-approved funds (or less, depending on your end results) will be released when you submit your S-PAC Review Form. You cannot use the RAB Subsidy to generate a profit.

When and Where Do I Submit My Budget?

The Budget Planning Worksheet should be submitted as soon as possible after your speaker program has been approved and your S-PAC date has been finalized. It must be submitted before your S-PAC date! If you are still unsure about some numbers (if they are tentative or you’re awaiting final confirmation), don’t hold up the system. Just add a note indicating what you’re unsure of and send in the forms. If you’re late with the forms, send them in anyway. Don’t wait to ask for money until after you’ve held your S-PAC! Mail or fax your completed forms to the IEEE-USA Program Manager, Member and Professional Activities, listed on the worksheet, or submit them electronically if you use the Web form. It is always best to have your Regional S-PAC Coordinator review your budget form before officially submitting it.

Where Do I Go for Help?

If you have questions regarding your budget, particularly the RAB Subsidy, contact either your Regional S-PAC Coordinator the RAB/SAC/SPAA Chair. You might also consider contacting the SPAC Chair or IEEE-USA Program Manager, Member and Professional Activities, if necessary.

Consult with Your Regional S-PAC Coordinator

You should consult with your Regional S-PAC Coordinator continuously. Your Budget Planning Worksheet will not be processed unless you have consulted with him or her. If you don’t know who your Regional S-PAC Coordinator is, refer back to Step 1.

What About Other Professional Societies?

A lot of schools have student organizations of other professional engineering societies or similar groups. Because S-PAC subjects are relevant to students outside of electrical engineering, you might consider involving students from these other societies in your effort, beyond just allowing them to buy tickets at nonmember prices. If you want to give members of other societies a price break, this is acceptable if their societies are providing funds to help out with the S-PAC costs. Run the idea by either your Regional S-PAC Coordinator or the RAB/SAC/SPAA Chair. IEEE puts a lot of money into S-PACs, and it should be used primarily for IEEE Student Members.

It’s Our Policy

IEEE Student Professional Awareness Conferences are not permitted to pay fees or honoraria to speakers. We work on a volunteer basis where Student Members are involved. It is, however, customary and simple courtesy to give small gifts to your speakers.

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Last Update: 08 May 2007