I'm sure Bob will let you know the exact procedures, but I believe the NSXCA only releases an annual report as standard. It should be set forth in the by-laws I think. I can definitely say that there is certainly a great deal of concern over fiscal responsibility though. That is part of what's being demonstrated in this particular case I think. I have no clue how last year's NSXPO impacted the finances, but there is normally only a portion of each $40 membership fee which is set aside for the region each year anyway.
Having been very involved with the planning of an NSXPO before I know it's a large expense every year for the club. There is unquestionably a great amount of time spent working on the budget and going over the forecasts for the event. As you can imagine with an event of that size there are a number of variables which can impact the ending financial result. Of course exact expenses will vary for some of the costs like each days food but large expenses such as track, etc. are fixed regardless of attendees. After setting the budget months in advance a forecast for number of attendees must be made and this is far from an exact science since it's almost impossible to be accurate. In past years they have made three budget estimates based upon varying level of attendees to see the impact it would have on the end financial result. This is all used to determine the registration costs for that year's event. Other things like sponsorships also vary each year and may not be fully finalized when having to set the registration fee. If you've ever helped plan a single day drive or dinner you can only imagine how complex and time consuming a five day event would be with many events throughout the day.
The point I'm trying to make is for NSXPO in particular there is significant concern given to the budget and resulting financial exposure for the club. One prime example of this is when reserving blocks of rooms for the host hotel. In '05 we ended up with a few people unable to stay at the host hotel because we slightly underestimated attendance at the hotel for one of the nights in particular and the hotel became busy and booked up. This was unfortunate for those that delayed making plans, but the reason it happened is during our budget discussions the board was wary to overbook guaranteed rooms with the hotel. With rates around $130-$150 (can't remember exactly now) a night if there was a substantial lack of attendance for some reason it could cripple the club's finances pretty quickly.
Most of the people on the NSXCA board have been volunteering their time for MANY years and while certainly appreciated by many, still don't get enough recognition for the work they do. As Bob mentioned those on the board and planning events receive no discounts for their work although I'd make the argument that it would be deserved, although too difficult to draw the line as to who would get a discount.
Sorry for the lengthy response but I just wanted to let you know from my perspective having been involved a bit with the club that there is a lot of fiscal responsibility shown.
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