| Cost Category
|
Category Description |
Budgeted Costs
|
Actual Costs
|
% of Budget Spent |
Explanation to Variances from Budget
|
| Conference Costs
|
Location rental, catering, technical equipment, wifi, facilitators, documentation, childcare, support staff
|
92.000 €
|
91.259,22 €
|
99,19 %
|
|
| Dinner Snack Costs
|
Dinner and beverages for 3 nights
|
20.000 €
|
20.625 €
|
103,13 %
|
|
| Social Event Costs
|
Location rental, catering, beverages, DJ, support staff
|
16.000 €
|
14.700,14 €
|
91,88 %
|
|
| Travel and Transport Costs On-Site
|
Travel costs volunteers/facilitators, material transport, public transport tickets for participants
|
6.000 €
|
3.284,16 €
|
54,74 %
|
Due to the uncertainty in which distance to the conference hotel the dinner snack and party venue are going to be located, WMDE budgeted for 5-day public transport tickets. As all venues were located in walking distance, public transport ticket costs were kept low.
|
| Communication Costs
|
Production of conference material, photographer and visa costs
|
12.000 €
|
9.049,04 €
|
75,41%
|
WMDE budgeted for 70 participants that are in need of a visa based on the experience from last year. However, only 47 pax had to apply for a visa in 2018 (a lot of participants already hold a multiple entry visa and therefore did not hand in a reimbursement claim).
|
| Staff Costs
|
Logistics and Event Coordinator, Program and Engagement Coordinator, Event Assistant, Visiting Wikimedian
|
95.000 €
|
95.000 €
|
|
|
| Accommodation Costs
|
Accommodation costs for affiliates in need of complete funding
|
54.000 €
|
39.981,08 €
|
74,04 %
|
WMDE has budgeted for 200 pax à 4 nights (800 nights) based on the number of eligbile representatives per affiliate and max. approved number of nights. Due to last minute cancellation/visa issues/missed registration deadline and not every affiliation being represented by the max. participant number allowed, only 163 pax (596 nights) attended.
|
| Travel Costs
|
Travel costs for affiliates in need of complete funding and service charge travel agency
|
160.000 €
|
102.303,22 €
|
63,94 %
|
WMDE took the average flight costs from WMCON17 (~800€) as the point of reference for the 2018 budget. The actual average flight costs for 2018 however amounted to 610€. Moreover, travel was booked for 163 pax while WMDE budgeted for 200 pax based on the number of eligbile representatives per affiliate.
|
| Subtotal
|
|
455.000 €
|
376.201,86 €
|
82.68 %
|
|
| Indirect Costs (10% of Subtotal)
|
Indirect costs including expenses for finance, IT, office, office rent, HR
|
45.500 €
|
37.620,19 €
|
82.68 %
|
|
| TOTAL WMCON18 Costs
|
|
500.500 €
|
413.822,05€
|
82.68 %
|
|
