Transition+Roadshow+Finances

Each event must have a coordinator who is managing the financial side of the event to make sure ALL expenses are discussed and agreed up front in alignment with the budget.

Each event should be aiming to at least cover all costs and ideally include a donation amount to go to Be The Change - 10% of revenue is our standard event 'rule of thumb' when we charge an entry fee - for TR events it is at the discretion of the BTC coordinator.

Please note the following regarding managing finances and expense reimbursements for Transition Roadshow events:

Expenses Included In Roadshow Sponsorship
The Roadshow sponsorship budget covers the following:
 * All BTC materials such as bracelets, declaration cards, Symposium and GIA handouts (coordinators are Christine & Malcolm)
 * Additional KIT materials (coordinators are Christine & Malcolm)
 * Promotional posters and flyers

Host costs can be covered by at the door donations, door charge and local sponsorship
 * Expenses Covered By Host**

Host costs to include:
 * Venue and catering
 * Projector / screen costs if required
 * Agreed petrol and/or accommodation reimbursements - must be agreed up front and in writing/email
 * BTC donation if possible


 * Managing Expenses**
 * All expenses covered by the host to be arranged directly between host and recipient where possible
 * All expenses covered by Roadshow Sponsorship to be coordinated through Phil using the standard [[file:BTC Expense Reimbursement blank.xls|BTC reimbursement form]]. Phil will update the expense against the available funds and budget and arrange payment from the SLT account holding the sponsorship funds - tracking Google Doc:
 * All expenses need a receipt - scan and email to Phil or put the receipts and form in an envelope either give to Phil or drop them in to SLT care of Janine who does the book keeping.