Figure Cost per Person
  1. Event income should cover all event expenses. When figuring the cost per student or adult, be sure to consider all costs: tour fee, copies, supplies, teacher/speaker fees, location rental, etc.

  2. Try to use free locations when possible.

  3. Ask your contact at the company if they are supplying handouts to the group. If so, will they copy them in advance or will they give you a master in advance to copy and hand out?

  4. If it is your responsibility to copy, include approximately 4 cents per page.

  5. The treasurers have pre-paid copy keys for the Brownsburg UPS Store.

  6. When scheduling at a location that requires a fee, divide the fee by the anticipated number of attendees. For example, if you are scheduling a Show-n-Tell Party at a church that requires a $40 maintenance fee and you are anticipating 20 students, the cost per student for the event would be $2 for location, plus $__ for snacks, plus $__ for prizes/games, etc.

  7. Save all receipts and submit them to the treasurers. Click here for a "Request for Funds" form to mail in to the treasurers.

  8. If you need help with estimating costs, contact events@hbhe.org.

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