MINERALS NORTH 2008 ORGANIZING COMMITTEE MEETING. WEDNESDAY, SEPT 5, :00 NOON to 1:30 P.M. IN THE WEST FRASER ROOM 1027 ALDOUS STREET

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1 TOWN OF SMITHERS File: MINERALS NORTH 2008 ORGANIZING COMMITTEE MEETING WEDNESDAY, SEPT 5, :00 NOON to 1:30 P.M. IN THE WEST FRASER ROOM 1027 ALDOUS STREET A G E N D A 1. Call to Order 2. Approval of Minutes Minutes of the Minerals North 2008 Organizing Committee meeting held June 6, Business Arising from Minutes and Review Unfinished Business 3-1. Dates: Now confirmed as April Terrace Minerals North 2007 results: Financials Preliminary budget: Copy attached to agenda Venues: Reconsideration of venue for opening reception. Curling Club Letter of understanding Tender for floor (after ice is in) Staging Company

2 MINERALS NORTH 2008 ORGANIZING COMMITTEE AGENDA FOR JUNE 6, 2007 PAGE 2 In Houston this weekend Letter of understanding 4. Reports/Correspondence A Items Action None. 5. Reports/Correspondence B Items Receive For Information Draft budget attached to agenda see Item New Business/Other 6-1. Theme/ Slogan 6-2. Registration Conference & banquet fees: regular & early-bird Online registration & completion date Registration packages & programs including registrant gifts 6-3. Fundraising Grants (Groves, Bucher) Sponsors Program Team 6-4. Speakers Program Possible areas of emphasis (i.e. Environment, employment, infrastructure) To be fairly set by end of year (for Roundup) 6-5. Catering Breakfast Lunches Banquet 6-6. Other Business 7. Next Meeting Date

3 MINERALS NORTH 2008 ORGANIZING COMMITTEE AGENDA FOR JUNE 6, 2007 PAGE 3 Thursday September 20, noon 1:30 p.m. 8. Adjournment Agenda Package Distribution: Robin Curry, Councillor Groves, Christine Ogryzlo, Judi L Orsa, Elaine Konschuh, Brian Atherton, Paul Wojdak, Leslie Ford, Tracy Moore, Kelly Ehalt, Mayor Jim Davidson and P. Goodacre. n:\wordpro\minerals north 2008\agendas\agen #2 minerals north june 6.doc

4 Minerals North 2008 Draft Budget Draft Budget August 27, 2007 Minerals North 2008 est 460 people in total: 400 delegates Person 35 speakers in charge Town GL Code Description additional info 25 others - partners etc Revenue Corporate donations higher due to est for sub floor and staging company costs $84,653 and grants Legacy Fund- Terrace shown as revenue in and then an expense to $5,000 Fort St James (se expenses) Delegate Registrations est 400 delegate: $50,940 at $135 (early bird fee) each (less GST backed out= $127.35) 400 X $ = Banquet Fees cover cost of banquet dinner $13,204 est $35 per person ($33.01 plus GST) assume not everyone will want a banquet ticket but also assume that partners will want one say 400 people at the banquet out of total 460 which is 86% 400 X $ Tour Revenue assume to cover tour expense costs $5,000 if a tour happens (see expenses) Exhibitors Table let's say 30 businesses $5,250 Rents at $175 each: (Mackenzie received over $5,600) $164,047 Expenditures Advertising this includes media advertising, promotional $9,000 material, conference program communication & advertising $5,000 promotional material, conference programs $ Banquet est $30 per person (food/wine) $12,000 assume only 400 go out of the 460 total 400 X $30 = Breakfasts (2) assume $15 per person $13, X 15 = times 2 breakfasts

5 2008 Draft Budget Draft Budget August 27, 2007 Minerals North 2008 est 460 people in total: 400 delegates Person 35 speakers in charge Town GL Code Description additional info 25 others - partners etc Decorations throughout the event $4,000 the Arena, Curling Club Banquet, Reception Delegate souvenirs includes all souvenirs/tote bags etc $13, X $30 = Donations Minerals North Bursary Mining Assoc Education Fund Entertainment entertainment at the banquet $4,000 including banquet speaker Facility costs Cost to install & remove curling club floor - verbal $22,000 after on site inspection from P. Vandergaag (assumes no salvage of plywood) Legacy Fund to Fort St James $5, Luncheons (2) est $17 per person $15, X $17 X 2 lunches Miscellaneous for unexpected costs $2,000 volunteer recognition Morning and Afternoon est $5 per person $6,900 Coffee Sessions (3) 460 X $5 times 3 sessions Reception est $20 per person $8,000 assume not everyone will go say 400 out of X $ Speaker costs includes their gifts as well as any paid $5,070 accommodations/travel/banquet fees gifts: est 35 each = $1750 accommodations/travel: $2,000 banquet fees: 35 plus partners, say 40, X $33.01 =1320

6 2008 Draft Budget Draft Budget August 27, 2007 Minerals North 2008 est 460 people in total: 400 delegates Person 35 speakers in charge Town GL Code Description additional info 25 others - partners etc Sponsor recognition signs acknowledging corporate donors $ Staging Company costs for the arena Verbal quote from staging company - includes $30,000 dishes, table linens, etc Technical expenses AV contractor $5, Tour Expenses same as tour revenue $5,000 this could be for any other "paid for" kind of activities promoted as extras Mineral Exploration Roundup Booth to share with Smithers Exploration Group $1, Town costs brochures, photos, banners, postage $1,000 and other misc costs incurred by Town $164,047