Program Budget
Locked Budget — $33,100
Program funding ask — seeking funders. Every line item reflects actual market rates. The permit line is variable pending Canvas SF tenant rate confirmation — flagged below.
Budget Detail
Line-by-line breakdown.
Signal & Response — Program Budget
Total: $33,100
| # | Line Item | Notes | Cost |
|---|---|---|---|
| West Coast Venue — Canvas SF, Presidio, San Francisco | |||
| 01 | Canvas SF venue — 10 hrs, mid-rate, 5% discount (setup through breakdown) | 50 Moraga Ave, Presidio SF · $375/hr × 10 hrs × 0.95 — covers setup, full program, breakdown | $3,325.00 |
| 02 | AV / sound system, Canvas SF (full hybrid AV, projector, confidence monitor) | Rental via Canvas SF — full hybrid integration with projected slides and stage monitoring | $1,000.00 |
| 03 | Wireless microphones ×4 (2 panel + 2 roving Q&A) | 4 mics required for professional panel and audience Q&A; 2 is insufficient for sessions of this scale | $300.00 |
| Travel | |||
| 04 | Travel — EMERGENZ staff to NYC (East Coast event, 1 person) | Ground transport / transit, NJ-based staff to NYC venue | $600.00 |
| 05 | Travel — ATEC staff to SF (3 staff: flights, lodging, ground transport) | 3 flights avg $450 = $1,350 · 3 nights lodging avg $280 = $840 · ground transport $300 | $2,490.00 |
| Technology | |||
| 06 | Zoom Workplace for Business Nonprofits license | Meeting infrastructure, breakout rooms, CE attendance documentation | $110.00 |
| 07 | Zoom Webinar 300-attendee add-on, 2 months | $90/mo × 2 months — hybrid broadcast for both events | $180.00 |
| 08 | Backup streaming / recording archival | StreamYard or equivalent 1 month — redundancy for hybrid sessions; CE documentation archive | $100.00 |
| 09 | Registration and post-event web form platform, both events | Eventbrite + Typeform 2 months — registration, pay-what-you-feel processing, post-event data collection | $300.00 |
| Continuing Education | |||
| 10 | California EMSA CE provider application fee | EMERGENZ as provider; ATEC as clinical co-director; 4–8 week processing — submit immediately | $200.00 |
| 11 | CE administration reimbursement (ATEC) | NJ OEMS submission, certificate administration, EMSA clinical director documentation | $350.00 |
| Medical Direction | |||
| 12 | Medical direction coordination (EMERGENZ) | Clinical oversight coordination for CE-accredited program content — EMERGENZ operational cost | $500.00 |
| Event Materials | |||
| 13 | Event materials / printing, both events | Badges, lanyards, agenda cards, table tents, QR code signage, sign-in sheets — both events | $600.00 |
| ATEC Event Staff Labor — Both Events | |||
| 14 | ATEC staff labor — hybrid/Zoom operator, both events | 2 events × 10 hrs × $40/hr (8 hrs event day + 2 hrs setup/breakdown) | $800.00 |
| 15 | ATEC staff labor — registration lead, both events | 2 events × 10 hrs × $40/hr | $800.00 |
| 16 | ATEC staff labor — third support, SF event only | 1 event × 10 hrs × $40/hr — apparatus walkthrough coordination and event floor support | $400.00 |
| Presidio Outdoor Permit — Apparatus Display | |||
| 17 | Presidio Special Use Permit — full permit rate + security deposit | $1,090 full permit (SUP $500 + Presidio staff 4-hr min $400 + fire inspection $190) + $500 security deposit (treated as non-refundable for budget integrity) | $1,590.00 |
| Insurance | |||
| 18 | Insurance rider — SF event (GL endorsement, Presidio Trust as additional insured) | Required by Presidio Trust; covers outdoor apparatus display and all event activities | $400.00 |
| 19 | Insurance rider — East Coast event | Hospital and emergency services hosts typically require EMERGENZ to carry own GL rider regardless of host coverage | $300.00 |
| Catering | |||
| 20 | Catering — East Coast event (~75 attendees) | AM coffee service + boxed lunch · $40/person · NYC/NJ metro market rate | $3,000.00 |
| 21 | Catering — West Coast event (~75 attendees) | AM coffee service + boxed lunch · $50/person · San Francisco market rate | $3,750.00 |
| Speaker and Facilitator Support | |||
| 22 | Panelist and speaker travel pool — 6 out-of-area speakers | 6 speakers × $600 partial reimbursement — flights, ground transport for out-of-area panelists and keynote speakers across both events | $3,600.00 |
| 23 | Breakout facilitator honoraria — 6 facilitators × $300 | 3 per event · $300 recognizes full-day commitment including pre-event prep | $1,800.00 |
| Documentation and Photography | |||
| 24 | Documentation contractors — rapporteurs, both events | 4 rapporteurs per event × 6 hrs × $40/hr — 3 breakout tracks + 1 plenary per event | $1,920.00 |
| 25 | Event photography — East Coast event (half-day) | All staff operational during event — dedicated photographer required for documentation | $750.00 |
| 26 | Event photography — West Coast event (half-day) | Includes apparatus display and indoor program documentation | $900.00 |
| Contingency | |||
| 27 | Contingency | $3,547.80 base contingency less $500 allocated to medical direction coordination | $3,047.80 |
| Total Program Ask | Seeking Funders | $33,100 | |
Budget Notes — Key Variables
- Line 16 — Presidio permit: Budgeted at full permit rate ($1,090) plus $500 security deposit treated as non-refundable. If Canvas SF's tenant status allows the adjacent lawn at the $100 tenant rate, savings of $990 return to contingency. Confirmation with Canvas SF host (Travis C.) is the first action required after funding is confirmed.
- Line 05 — ATEC travel: 3 staff traveling East Coast to SF. Rates reflect actual SF market: flights avg $450, lodging avg $280/night near Presidio, round-trip ground transport $100/person. Previous budget versions underestimated this line by $620.
- Lines 19–20 — Catering: Rates reflect actual professional event catering in NYC/NJ ($40/person) and San Francisco ($50/person) markets. Prior budget versions budgeted $15–$20/person which is not achievable for a professional full-day event in these markets.
- Line 21 — Speaker travel pool: Partial reimbursement at $600/speaker for 6 out-of-area speakers across both events. Not full coverage — speakers from the AI safety and public safety communities are recruited on a mission-aligned basis. The pool removes a recruitment friction point for out-of-area participants.
- Lines 17–18 — Insurance: Both events carry insurance riders. East Coast insurance is budgeted as a contingency — hospital and emergency services hosts typically require EMERGENZ to carry its own GL rider regardless of host venue coverage. If the host waives this requirement, $300 returns to contingency.
- East Coast venue: $0 — hospital or emergency services organization host. No venue line required.
- Apparatus display: $0 — in-kind from a Bay Area department as a community outreach and public education activity.
- CE certificate issuance: $0 — Certifier.io Starter plan (free up to 250 certificates/year, sufficient for both events).
- Line 12 — Medical direction coordination: $500 — clinical oversight coordination for CE-accredited program content. This cost is funded by reducing the contingency by $500. Base contingency of $3,547.80 less $500 = $3,047.80. Total grant ask is unchanged at $33,100.
- ATEC labor: Budgeted at 10 hours per staff per event (8 hrs event day + 2 hrs setup/breakdown). Pre-event coordination and logistics calls are absorbed by ATEC as part of the partnership scope.
ATEC as Partner, Not Co-Applicant
ATEC's costs appear as reimbursements and labor compensation — not as a co-recipient. EMERGENZ is the 501(c)(3) producing organization and program lead. ATEC is a federation member providing CE and operational services under a separate executed MOU.
Revenue Neutrality
Pay-what-you-feel registration contributions go toward Year Two program development — not against Year One program expenses. The Year One budget is entirely funder-supported. Any event revenue is additive, not offsetting.
In-Kind Contributions
Significant value not captured in the program budget: East Coast venue donated by host organization (est. $1,500–$3,000); emergency vehicle apparatus display in-kind from Bay Area department (est. $500–$1,000); board member operational labor (uncompensated); Summary of Findings design and production (in-house).
No Speaker Fees
All speakers and panelists are recruited on a mission-aligned voluntary basis. The travel pool (line 21) covers partial reimbursement only — it removes a recruitment friction point, not a fee expectation.