Part 2: Justifying the Cost for You to Attend UI18

Lauren Cramer

September 9th, 2013

There are likely two main pieces of information your boss needs to decide whether or not to send you to the User Interface 18 Conference in Boston, MA October 21-23. Costs and benefits.

In this second post of our 2 part series, we’ll cover cost. Part 1 covers the benefits.

There’s no way around it, conferences can be expensive. Your boss wants to know the total cost 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 Friday, September 13. (The promo code BLOG will still be good.)

Hotel arrangements – We’ve secured a special group rate of $269.00/night plus tax at the Renaissance Boston Waterfront Hotel 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 are not 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 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 each way.

The least expensive option is the Silver Line on the T. The bus picks you up at any of the terminals. And for inbound service it’s free. You’ll get off at the Silver Line Way stop, less than a block from the conference hotel. Return service to the airport costs $2.50

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 with taxes) $920 $920 $920
Flight (average) $200 $300 $475
Transportation to and from airport (using the T) $2.50 $2.50 $2.50
Food $80 $80 $80
Total (rounding up) $2,692 $2,792 $2,967

 

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 September 12 before the rate increase.

Read part 1 – Part 1: Convincing Your Boss – Selling UI18′s Benefits

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