Part 1: Convincing Your Boss to Send You to UX Immersion 2013 Conference

Lauren Cramer

February 1st, 2013

There are likely two main pieces of information your boss needs to decide whether or not to send you to the UX Immersion Mobile Conference (in Seattle, WA April 22-24). 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 – The current price is $1,689. But if you use the promotion code BLOG you’ll get a $200 discount. The next price jump goes to $1,989 starting March 15.

Hotel arrangements – We’ve secured a special group rate of $189.00/night plus tax at the Renaissance Seattle 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 Seattle is a fun city to explore.

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

Transportation to and from Seattle 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 $40-45 each way.

A shared van service typically costs $19 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 Light Rail, Seattleā€™s subway line. This option will leave you 1/4 of mile from the hotel.

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 Seattle Hotel.

East Coast Mid-West West Coast
Conference Fee (with promo code BLOG) $1,489 $1,489 $1,489
Hotel Cost (3 nights) $650 $650 $650
Flight (average) $500 $350 $275
Taxi to and from airport $80 $80 $80
Food $80 $80 $80
Total $2,799 $2,649 $2,574

Ideas to save on some expenses

There are a few ways to save some money.

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. Use the extra money you save towards food.

3. Share a hotel room

4. Be sure to register with the promotion code BLOG and save the $200.00. And register by March 15 before the rate increase.

Read part 2 – Part 2: Convincing Your Boss – Selling UX Immersion’s Benefits

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