JP,As mentioned to you, here is my 2 cents -

1. Fund Raising: Although it is always nice to get big $ amounts from sponsors, let us also target small sponsors - the grocery shop round the corner, auto stores, privately owned gas pumps, other mom and pop shops, etc.

2. Souveneir advertisements: It is probably important to finalizethe rates for advertisements in the souveneir early on in the planning phase.
1/4 page ad
1/2 page ad
1 page ad
Seperate Flyer ad
Front Cover (inside)
Back Cover (inside)
Back Cover (outside)

Sponsorship for the souveneir item (pipili bag, wooden konark wheel, etc)

3. Convention Center - you can take a look at the atlantic center convention rates at their website. (princeton university said no for reception, etc)

4. Hotels - explore the priceline group option. It might be cheaper. The service is free of cost to try out. All you need to do is specify the dates, location, type of group, max room rates that you are willing to pay and the number of rooms. Upto 9 hotels will call you send you their quotes.

5. Reception/Registration -Explore the option of receiving the guest in a traditional style.(tilak, flower garland, etc) People who have already registered and paid for the convention fees online (or whose checks have been received) should receive a convention package at the time of checking in at the hotel. Others can be registered on spot. A snack box should be made available to them upon checking in or registration.

6. Drinks -- water, soda and juice - lets plan for this to be made available readily at the hotels and convention center.

7. Programs -- proper mix of traditional with modern dance, music,etc.

8. Offsite entertainment - how about exploring the option of keeping one evening for taking all the guests to a location like six flags. Group rates are available.