The Celtic Conference in Classics

Any capital the CCC may possess is moral only. As befits an NGO, the CCC does not aim to make a profit, indeed does not possess a bank account. Each conference is financed by the registration fees of those attending; ensuing income passes to the university campus hosting the conference. In consequence, the CCC itself cannot subsidise the expenses of speakers. But panel convenors and others are of course welcome to apply for subsidies from other sources.

For a department planning to hold a Conference of the CCC, the thing to do first is to create a budget that starts from your fixed costs (such as hire of lecture rooms and their equipment, and space for breakout), then adds the variable costs (i.e. costs per head for things such as food and refreshments), before establishing how much each delegate would need to pay on each of three possible scenarios — optimistic (high numbers of delegates), pessimistic (low numbers), and middle (average numbers). The CCC's permanent organisers would then have a discussion with you about suitable levels of fee and about how to present the various charges (e.g. a single lump figure; or itemised for registration, accommodation, meals, etc.). Remember to include a percentage for contingencies, as well as to budget to make a modest margin for your department!
Begin from the premiss that your edition of the CCC will be in principle, like its predecessors, self-funding — i.e. its income comes from its delegates (more or less), all of whom are expected to pay for registration, food, accommodation, etc. Of course, if external sources of funding reduce the amount that each delegate has to pay, then that is excellent for all; but we need to be sure that these are in place before we build them into our calculations. And we also need to guard against the assumption, common in some countries, that being ‘invited’ to participate in a conference means than all one’s expenses will be paid by the organisers.