Disclaimer
Any organisation organization that takes on the hosting of a Samvera Connect meeting needs to understand from the outset that they bear the financial responsibility for the meeting. In effect they will be laying on a conference and using the Samvera Connect "brand" to characterize it and they must be willing and able to cover any financial loss. Clearly it is in no-one's interests that such an event should lose money and it is a key role of the organizing committee to make sure that does not happen. Further, the organizers are responsible for ensuring that any necessary insurances are in place - including liability insurance.
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Any surplus money from the conference, after all the host expenses have been dealt with, should be transferred to Samvera's central funds. Samvera does not require complex paperwork to justify the figure, a fairly simple 'income and expenses' summary will be adequate. When Samvera receives confirmation of the figure it will issue an invoice to initiate payment. The conference fee has risen steadily over the years that Connect has taken place, due to the increasing 'sophistication' of the conference and its delegates. The registration fee represents only a part of a delegate's total expenses and, to that extent, this rise has not been a concern. The 2017 fee was close to $300 and since then we have tried to stay below that figure. The 2018 Connect conference implemented a discounted early bird registration option, which was $25 less than the general registration fee. The majority of registrations for Connect 2018 were early bird. Under Samvera's new Governance structure (2017), the organization has a need of central funds in support of its activities and generating a healthy surplus should not be seen as an embarrassment.
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