OIAA Unbudgeted Expense Request Form

Committee: Unity 
Date of Request:  August 10, 2024
Expense Type: Other Technology
Requested amount:  $1,465.43
Description:  Zoom license for 1000 participants and an additional Tech Pro responsible to create overflow rooms.
One time expense or recurring?:  One time
Approximate date of expense:  Oct. 26-27, 2024
Is request in addition to existing budgeted item?:  Yes

Explanation:
Due to the overwhelming response of registrations for our 2024 convention, we estimate that we may have over 1000 participants in several rooms.  Zoom rooms are typically capped at 1000 participants.  To allow more participants the room would either need to transition into a Webinar format, meaning only one speaker screen would be visible and links would need to be sent to all Group Tech Volunteers and all speakers/panelists/interpreters, etc., or, we may be granted a special license that we are requesting from Zoom to allow up to 2000 participants in one  Zoom room.   This is our first event of this kind and we did not anticipate such a response.  We prefer to be prepared rather than to have members turned away, and this would enable us to accommodate as many alcoholics as possible including an anticipated onslaught of last minute registrations.