Potential Costs

Remember that the little things can add up! Check out what costs you may not be taking into consideration, and pad your budget if possible:

• Financial Arrangements:
  • See the Business Office cashier
• Room set-up/decorations:
  • Furniture must be arranged ahead of time, but should not incur additional costs--see your space reservation contact for further information
  • Decoration sample costs:
    • Table cloths/streamers:
    • Stage decorations:
    • Wall streamers/decorations:
• Transportation:
  • To and from airport shuttle
  • Renting a van from the college will cost $65 per day or a car is $40 per day plus the cost of gas. Insurance will be covered, however College policy requires that there must be a Cornell College faculty/staff member in site of the vehicle when driving.
• Lodging:
  • Brackett House
  • Mount Vernon Sleep Inn--Call 895-0055
  • Other lodging
• Hospitality:
  • Meals:
    • Contact hotel for performer meals or catered trays
    • Make reservations at a local restaurant--pay with cash, keep receipt and submit to treasurer
  • Rider:
    • Artists and performers often have specific needs like bottled water or other snacks. These will be specified in what is called the Artist Hospitality Rider.

• Publicity
  • Posters/Flyers:
    • Copies are 10 cents apiece on campus
  • Cornellian:
    • Invite a reporter to your event
  • Newspaper Ads:
    • Contact Dawn Goodlove for assistance with a press release to advertise off campus
  • KRNL: Contact the KRNL station manage to ask them to promote your event on air.
  • Handbills.
• Introduce Presenter:
  • Choose an organization member to introduce performer
  • Find an outside source to do introductions/emcee
• Clean up:
  • Restore location to its original condition
  • Pick up trash
• Close out financial records:
  • If you are paying with a check from your student organization with a Cornell account, you must get signatures from the Cashier, your advisor, and your treasurer
  • If you have requested funding from another source, you must ask for the check (or a transfer of funds to your organization account) at least two weeks in advance!
  • Speakers/groups/performers/guests must provide you with a federal tax ID number or a personal social security number for college records
• Thank you notes:
  • For Performer/speaker
  • Advisor
  • Anyone who volunteered/helped you accomplish your goals