5 Financial Aspects

Each DRH conference is expected to be self funding, with the host institution bearing responsibility for any deficit, and taking any profits accruing. [ see note 5 ]

A provisional budget should be included in the bid to host a conference, indicating the expected overall cost, and how this will be recovered from delegate fees, sponsorship, institutional contributions etc.

Delegate fees should be calculated on a cost-recovery basis. Optional extras such as social events, banquets, receptions etc. should either be separately charged or paid for out of conference sponsorship.

Delegate fees should be calculated in such a way as to encourage residence and participation for the whole of the event rather than to facilitate daily or non-residential rates. [ see note 6 ]

Where possible, sponsoring organizations should encourage the widest participation in the conference by offering bursaries for free or reduced-rate registration to their constituencies. Definition and promotion of such bursary schemes is the responsibility of the Standing Committee.

In principle, free registration should be offered only to a small number of invited plenary speakers, as approved by the Programme Committee. The Local Organizer may elect to offer a small number of free registrations to local personnel. Members of the Standing Committee should normally pay their own costs, including any registration fees.

The Local Organizer in conjunction with the Programme Committee should actively seek sponsorship of the conference from interested commercial and infrastructural organization. Such sponsorship may be used to defray entertainment at the conference, production of conference publications, or to provide bursaries for delegates as suggested above. All such sponsorship must be explicitly acknowledged in conference publicity and publications.

A closing budget showing actual expenditure and income should be made available in confidence to the Standing Committee within six months of the end of a conference.