(Also see Preparation of the Site for tips on preparing the meetinghouse and grounds.)
ILYM wants to support your event. Here are a few guidelines for managing the funding. The main points are (1) the participants are expected to pay registration fees that approximately cover the cost of the program, and (2) it is important to reserve your program location early but in the case of other retreat centers, often a year or more in advance.
Income
For registration fees, please plan on collecting checks payable to Illinois Yearly Meeting, or cash. You might want to use any cash to pay some of your expenses at the close of the event. For any cash left over, convert it to a check to ILYM. Send the checks to the receipts co-treasurer, Dawn Amos, 310 Union Grove Rd, Carbondale, IL 62903.
Expenses
For any outstanding bills generated by the event, keep the payments co-treasurer, Roger Laughlin, informed about what bills to expect. Co-treasurers may sign contracts related to your event, for example when using an outside retreat center. Have final bills sent to the payments co-treasurer (Roger) for payment.
Here is a Retreat expense worksheet to help calculate the costs of a retreat or program, determining the necessary registration fee amount.
Speakers and facilitators
Due to IRS rules, if your program includes any payment of $600 or more for the services of a speaker or facilitator (excluding reimbursement of their travel expenses), the payee must complete and return an IRS W-9 form to the receipts co-treasurer, Dawn, at the address above. In the case of unincorporated individuals, ILYM will send them a 1099 Misc Income statement (see the second page of form) in the following January. It is their responsibility to handle 1099 (and their offsetting expenses) in their income tax return. ILYM cannot release the $600-or-more payment to the speaker until the W-9 form is returned to Dawn. See the ILYM 1099 page for additional details.
Setting fees and offering financial aid
Due to ILYM accounting changes in 2006, any surpluses or deficits from
retreats will no longer carry over as a balance from year to year.
Instead, any surplus will be absorbed into the ILYM operating fund, and
ILYM will “cover” (or write off) any reasonable deficit generated by the
retreat. Generally it is preferred that a deficit not exceed $300, and
only occasionally.
When planning your retreat, anticipate offering free or reduced
registration fees for about 5% of your participants — perhaps more if
you are seeking participation from many young Friends. Do not solicit
contributions toward “scholarships” or financial aid, as these qualify
as restricted funds, which the yearly meeting accepts only in a few
circumstances. Instead, consider increasing your registration fee by a
small amount across the board to cover the free or reduced-rate slots,
or plan on allowing these slots to generate a small net deficit for the
program, or both.
Be sure to encourage participation regardless of the Friend’s ability to
pay. This is especially important for young Friends who are often more
limited in resources. On your registration form, include a message
similar to this:
Financial Aid: No one should hesitate to attend for financial
reasons. Indicate the amount you can afford, and join us. Monthly
Meetings may also be a source of financial aid.
With these ideas in mind, try to set your registration fee so that your expenses will be met.
Use of Yearly Meeting site
Bear in mind that if your retreat is at McNabb (available April 15 to October 15), part of your expenses will include a Site Use Fee. For ILYM groups this is $25, plus $5 per person per night, for a maximum of $500. For Non-ILYM groups, the fee is $50 plus $5 per person per night. If needed, there would also be fees for gas and electric startup, dumpster, and port-o-lets. The McNabb site must be scheduled in advance with the Administrative Coordinator in conjunction with Clear Creek Meeting.
IYM business travel policy
Please see the ILYM travel policy for information about reimbursements from ILYM to Friends traveling on ILYM business. Also, see the Giving To ILYM page for information about deducting unreimbursed ILYM-business expenses on your tax return.
Conclusion
Thank you for volunteering the time to organize the program, and feel free to contact a member of the Finance committee with any questions.