Calculating Your Cost to Attend the User Interface 17 Conference

Lauren Cramer

August 3rd, 2012

There are likely two main pieces of information your boss needs to decide whether or not to send you to the User Interface Conference (in Boston, Nov. 5-7). Cost and benefits.

In this first post of our 2 part series, we’ll cover cost.

There’s no way around it, conferences can be expensive. Your boss wants to know what it costs to attend and not just the registration fee.

Breakdown of prices

We summarize this information in a table at the bottom.

Registration – Our lowest price is $1,349. This price is available for a limited time. The next price jump goes to $1,649. However, if you missed on securing the lowest price, send us an email and we’ll see what we can do to help you out.

Hotel arrangements – We’ve secured a special group rate of $285.08/night inclusive of tax at the Renaissance Boston Waterfront hotel. This is the conference hotel, so by staying here, you’ll avoid daily transportation costs.

There are other hotels in the surrounding area at lower prices. Explore additional options at Hotels.com or Orbitz.com. Be aware that hotel rooms booked on these sites may not refund you if you cancel. Also keep in mind that some of these hotels will not be within walking distance.

Flights – Flight cost varies depending on day of week, location, and number of stops. Flying out of a major hub typically gives you more airlines, times, and non-stop options. However, non-stop flights are often more expensive.

Save yourself money by looking into flights that have a stop. If possible, look at flights that have you leaving on a Saturday. Often flights and hotels are cheaper when there’s a Saturday night stay involved. You may actually save yourself money by coming a day early, and Boston is a fun city to explore.

Do your homework and use sites like Hipmunk or Kayak to compare flights.

Transportation to and from Boston Logan airport – There are several ways to get to the conference hotel from the airport. Going by taxi will cost the most with the estimated cost of $25-$30 each way.

A shared van service typically costs $17-20 one way, however anticipate having to stop at a few locations before you get to your destination. It’s not necessary to make reservations in advance from the airport.

The least expensive option is the T, Boston’s subway line. Take the Silver line (actually a bus) from the airport to the Silver Line Way station and you’re 1/10 of a mile from the hotel’s front door. The cost is $2.00 one way.

Food – Your conference registration includes breakfast all three days, mid-morning and mid-afternoon snack and beverage breaks, lunch on Tuesday, and a reception with food on Tuesday evening. You’re on your own for lunch on Monday and Wednesday plus all your dinners during the conference.

Expect to spend an average of $8-12 for lunch and $12-20 for dinner.

Summary of expenses

Here’s a chart with your average expenses. The hotel cost is for the Renaissance Boston Waterfront.

East Coast Mid-West West Coast
Conference Fee $1,349 $1,349 $1,349
Hotel Cost (3 nights) $855 $855 $855
Flight (average) $275 $350 $425
Taxi to and from airport $50 $50 $50
Food $80 $80 $80
Total $2,609 $2,684 $2,759

Ideas to save on some expenses

Here are some ideas to save on expenses.

1. Book your flight at least 6 weeks prior to the conference. The closer you get to the date of the conference, the higher the flight costs.

2. Use public transportation. The extra $46 you save can be used towards your food.

3. Share a hotel room

4. Be sure to register while the rate is at $1,349. If you missed that chance, email us at events@uie.com and we’ll see what we can do to help.

Read part 2 – Selling UI17 to the Boss – The Benefits of Attending

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