Wikimania 2016 bids/Manila/Budget
Wikimania 2016 candidate cities:
Mabuhay! • Manila • The PICC • Program • Getting here • Accommodation • Local team • Budget • Self-evaluation
Budget
editAll prices are quoted in Philippine pesos, which are then converted to U.S. dollars (or vice-versa). Unless otherwise indicated, the peso price shall prevail.
| Item(s) | Description | Total (PHP) | Total (USD) | Notes |
|---|---|---|---|---|
| Venue rental | Cost of renting the PICC for the duration of the conference. | ₱3,407,180.00 | $75,543.24 | Facilities to be used are the Plenary Hall, the Reception Hall (for lunch), seven meeting rooms and Banquet Hall C (for breakout sessions), three banquet halls (for the hackathon), two function rooms (for meetings) and the registration area. Inclusive of furniture (seats and, where available, stage), basic audio system (with two microphones per room), projector screens, sign stands and janitorial and engineering services. |
| Contingencies | Contingency costs in the event that additional requirements from the facility are needed. | ₱681,820.00 | $15,117.06 | This charge is included automatically by the PICC, "allotted for possible extension of hire period, power charges for any technical equipment to be brought inside the PICC, charges for possible damages and for additional requirements that may be incurred, etc." Refundable to the extent that it was not used. |
| SUB-TOTAL | ₱4,089,000.00 | $90,660.30 | Inclusive of 12% VAT. A 10-15% increase should be included in the computation to get an accurate forecast of the amount for 2016. | |
| Projectors | Cost of renting projectors for the duration of the conference. | ₱52,500.00 | $1,172.14 | Quotation from projectorsforrent.ph. Includes two projectors for the hackathon, eight projectors for the breakout sessions and one projector for the plenary session. Breakout rooms will be equipped with 2500-lumen projectors (₱1500/8 hours), while the Plenary Hall will be equipped with a 5000-lumen projector (₱3500/4 hours). Includes setup (one hour, complementary) and delivery. |
| Video recording and live streaming | Cost of video recording and live streaming services for the duration of the conference. | ₱983,000.00 | $21,893.09 | Quotation from Digibox Audio Visual Productions. This is a three-camera setup with recording and streaming made available. Recording may be done in HD. Includes crew. Recording and streaming is ₱38,000 per room per day, though the company offers discounts for rentals over multiple days, so this quotation is based on a potential discounted price of ₱35,000 per room per day (the price for recording only). Dependent on whether or not the WMF can provide recording services. |
| Lights and sound | Cost of lighting and sound systems for the Plenary and Reception Halls. | ₱41,500.00 | $924.69 | Quotation from WABS Printing and Equipment Rentals. Includes an indoor light and sound setup for the Reception Hall for three days (₱10,000/day), a setup for the closing ceremony (₱10,000), and two extra microphones for the Meet the Board of Trustees session (₱1,500). This allocation is subject to change depending on final requirements. |
| Electric wiring | Cost of extension cords and other electric wiring requirements for the conference. | ₱84,000.00 | $1,868.74 | Price is based on canvassing conducted at a local hardware store (₱700/piece). Includes 15 power strips each for the Delegates' and Executive Lounges, 80 power strips to be shared across all session rooms (of which some will also be used for the pre-conference), and 10 power strips as reserve (that may be handed out, for example, to groups who wish to congregate in other areas of the PICC). |
| Signage and branding | Production cost of venue signage and other printed materials. | ₱100,000.00 | $2,223.70 | Includes directional signs, a main sign for the large billboard in front of the Delegation Building, promotional tarpaulins and streamers, and production of car passes. |
| SUB-TOTAL | ₱1,261,000.00 | $28,082.36 | ||
| Pre-conference meals | Cost of meals for pre-conference activities. | ₱664,200.00 | $14,876.29 | Quotation from Via Mare, the exclusive caterer of the PICC. Will include lunch and afternoon snacks. Inclusive of tables, chairs, tableware and servers. Estimates for pre-conference meals are based on 300 attendees, while conference meals are based on 1,000 attendees (₱854/person for lunch and ₱250/person for snacks, per day). |
| Conference meals | Cost of meals for the main conference. | ₱3,312,000.00 | $73,731.08 | |
| Table setup | Cost of decorations for the Reception Hall and other meal venues. | ₱88,200.00 | $1,961.31 | Via Mare offers the option to have floral arrangements for tables. Traditionally, meals at the PICC are served with delegates seated in round tables. Presuming that each table seats 10, this allocation pays for 100 floral arrangements (₱180/table, per day) for conference days and 30 floral arrangements for pre-conference days, as well as one floral arrangement each for four buffet tables (₱1,800/table, per day) during conference days and two buffet tables for pre-conference days. This allocation may be adjusted accordingly depending on the final seating arrangement and design of the tables in question. |
| SUB-TOTAL | ₱4,064,400.00 | $90,568.68 | Inclusive of 12% VAT and additional service charges. We intend to negotiate with the caterer for a subsidized price, or sponsors who would be willing to shoulder part of the expenses. | |
| Opening ceremony venue | Cost of renting the National Museum of the Philippines for the opening ceremony. | ₱0.00 | $0.00 | Projected quotation based on the rates the National Museum charges to NGOs for use of their facilities. |
| Opening ceremony meals | Cost of meals for the opening ceremony. | ₱270,000.00 | $6,012.02 | Quotation from Jojie's Catering Services. Estimates are based on 600 attendees (₱450/person). Choice of caterer for the opening ceremony is not final. |
| Opening ceremony equipment | Cost of equipment (stage, lights and sound, etc.) for the opening ceremony. | ₱4,000.00 | $89.13 | Quotation from WABS Printing and Equipment Rentals. The Senate Hall already has a stage, so only sound equipment is needed. This allocation is subject to change depending on what equipment the National Museum is willing to provide. |
| Closing party venue | Cost of renting Paco Park for the closing party. | ₱23,000.00 | $512.48 | Quotation from the National Parks Development Committee for 4-hour use, including electricity. Also includes one day each for ingress and egress. |
| Closing party meals | Cost of meals for the closing party. | ₱424,000.00 | $9,443.21 | Quotations to come from Jojie's Catering Services and Mila's Lechon. Estimates are based on 1000 attendees (₱390/person). Rate quoted does not include corkage should this be charged. |
| Closing party equipment | Cost of equipment (stage, lights and sound, etc.) for the closing party. | ₱25,000.00 | $557.04 | Quotation from WABS Printing and Equipment Rentals. This includes an outdoor mini-concert setup stage, lights and sound package. |
| Performances | Fees and other costs for performances during the parties. | ₱335,000.00 | $7,462.69 | For the opening and closing ceremonies, we're looking at getting the Bayanihan Philippine National Folk Dance Company to perform at Wikimania. For the closing party, we are looking at getting Up Dharma Down, a prominent local band, as well as DJ Brian Cua. We are looking at finding a way to negotiate this item downward. |
| SUB-TOTAL | ₱1,081,000.00 | $24,076.57 | ||
| Registration system | Deployment of a customized registration system for the conference. | ₱179,560.00 | $4,000.00 | To be provided by the Wikimedia Foundation. Includes software (provided by the Foundation) and hardware (which may or may not be sourced locally by Livemedia by OAI). |
| Conference lanyards and badge holders | Cost of badges for conference attendees, volunteers, etc. | ₱- | $- | To be provided by the Wikimedia Foundation. |
| Registration materials | Registration materials that will be given out to attendees. | ₱675,750.00 | $15,000.00 | Includes a T-shirt, a bag, a notebook, a copy of the conference program and a pen. |
| SUB-TOTAL | ₱855,310.00 | $19,000.00 | ||
| Bus and jeepney charters | Cost of chartering buses and jeepneys to shuttle attendees to and from the venue. | ₱297,000.00 | $6,597.07 | Because not all attendees will stay within the immediate vicinity of the PICC, we are looking at shuttling attendees between the PICC and Makati by bus (5), as well as to Ermita and the SM Mall of Asia by air-conditioned jeepney (3). This allocation is tentatively calculated based on averages: buses are normally rented for ₱13,000 per bus per day, while air-conditioned jeepneys are rented for ₱7,000 per jeepney per day. These vehicles will also be used to shuttle participants for the opening and closing events held outside the PICC. |
| SUB-TOTAL | ₱297,000.00 | $6,597.07 | ||
| Volunteer honoraria | Honoraria and stipends for certified Wikimania 2016 volunteers. | ₱75,000.00 | $1,667.04 | We plan on recruiting 50 volunteers to help manage the conference, who will be given a stipend of ₱1,500 ($33.41) for their service over the five days of the conference. This is compliant with Wikimedia Philippines Resolution No. 155, which outlines per diem guidelines for persons implementing chapter projects. |
| Project management | Management costs for the core bid team. | ₱488,000.00 | $10,832.41 | The bid team has decided that it will take advantage of Resolution No. 155's provisions for compensating project leads. Per diems for core bid team members will begin in July 2015, and will be paid at a rate of ₱12,000 ($267.26) per month until January 2016. For the week of the conference, core bid team members will receive a per diem of ₱14,000 ($311.80), or ₱2,000 ($44.54) a day, in addition to an additional ₱12,000 per diem for the month of the conference. |
| Staff | Salaries for staff members. | ₱302,000.00 | $6,703.66 | This allocation will replace per diems that will be given to core bid team members between February and July 2016. The WMF has permitted hiring one staff member to help run the conference, and will be paid a maximum of ₱43,142.86 ($957.67) a month for seven months to implement the project in coordination with the bid team and the WMF Conference Coordinator. Final salary shall be determined based on market rates. No per diems will be paid out to the core bid team for the employment period of the employee, except during the month of the conference. |
| Communications | Expenses related to public relations for the conference. | ₱224,375.00 | $5,000.00 | This allocation is for expenses related to the conference's public relations, media and communications strategy, including marketing, media coverage and other expenses. |
| SUB-TOTAL | ₱1,089,375.00 | $24,203.11 | Costs in this particular sub-allocation are subject to approval from the Wikimedia Foundation. | |
| Insurance | Insurance coverage for the duration of the conference in case of fortuitous events. | ₱269,250.00 | $6,000.00 | To be provided by the Wikimedia Foundation. |
| Keynote speakers | Costs that may be accrued by keynote speakers for their time at the conference. | ₱224,375.00 | $5,000.00 | Includes airfare, hotel accommodation and conference fees for international speakers. For local speakers, this includes conference fees, a token of appreciation and (possibly) honoraria. |
| Other incidental expenses and contingencies | Other expenses that may be incurred and general contingency costs for the budget as a hedge against budget overruns. | ₱449,200.00 | $10,000.00 | Contingencies in this allocation will be adjusted to reflect an already-existing contingency allocation provided for by the PICC in its quotation. |
| SUB-TOTAL | ₱942,825.00 | $21,000.00 | ||
| GRAND TOTAL | ₱13,679,910.00 | $304,188.09 | ||
Revenue
editWe foresee revenue for the conference coming from the following sources:
| Source | Total (PHP) | Total (USD) | Notes |
|---|---|---|---|
| Wikimedia Foundation grant | ₱6,664,589.95 | $148,200.80 | |
| Sponsorships | ₱4,497,000.00 | $100,000.00 | See Fundraising below for a better explanation of the bid's fundraising strategy. This includes projected funds from both local and foreign sponsors, both in the form of direct sponsorship and the sponsorship of line items. |
| Registration fees | ₱2,518,320.05 | $56,000.00 | Registration fee projections are based on fees charged at Wikimania 2014, and will be adjusted accordingly. These were broken down as follows:
400 attendees will have their registration fees waived: these include WMF staff, members of the WMF Board of Trustees, scholarship recipients, members of the press, volunteers and the core bid team. The bid team is also considering introducing reduced registration fees for Filipinos in order to make the conference more accessible to local Wikimedians. |
Fundraising
editWikimania is a major undertaking, and in order for it to be successful, it must also be coupled with an effective fundraising strategy that would allow it to maximize revenue while at the same time minimize potential costs. While there is a strong tradition of fundraising for events in the Philippines, particularly with student events, the novel purpose of Wikimania presents some unique challenges. These include:
- The perception that the Wikimedia Foundation is cash-flush, compounded by the belief (in the Philippines) that editors are paid for their work, which may lead some to believe that sponsorship is unnecessary.
- The need to make Wikimania worth their investment, given that it is an event that may or may not produce a significant net benefit to the sponsor, particularly if the sponsoring company is not a technology company.
- The need to be accountable to sponsors in order to minimize potential mismanagement of funds. In light of the Priority Development Assistance Fund scam, where there is a consensus that the reputation of NGOs were universally hurt, strong assurances need to be given that no money will be lost to corruption.
To that end, we are proposing a two-prong fundraising strategy, focusing on both monetary donations and the sponsorship of individual line items in the budget, plus extra provisions.
- We intend to solicit major technology companies and conglomerates in the Philippines, around Southeast Asia and around the world to provide direct monetary support for the conference, in cooperation with the Wikimedia Foundation. Aside from tapping previous sponsors (e.g. Google and Ask.com, who sponsored Wikimania 2013), we also intend to tap into the CSR sensibilities of major Philippine corporations if they are willing to provide direct assistance. Shortlisted companies in the Philippines include the Ayala Corporation, the Philippine Long Distance Telephone Company (PLDT), JG Summit Holdings, the San Miguel Corporation, the Lopez Group of Companies and SM Development Corporation. We also intend to seek the help of neighboring Wikimedia affiliates to help us get support for Wikimania 2016 from corporations and organizations in their respective countries.
- In addition to direct financial sponsorship, we also intend to solicit sponsorship for individual line items in the budget, plus other ancillary items. These include Internet access, reduced-cost use of venues, catering during social events, transport passes for the LRT and MRT, and other items where such sponsorship is possible. We intend to not only approach potential vendors and suppliers, but also the Philippine government, corporations, organizations and other potential partners, in getting support for this type of sponsorship. (For starters, we have written the PICC management and the Bangko Sentral for assistance in offsetting the cost of the venue in preparation for the bid, and we have also expressed interest in cooperating with various agencies of the Philippine government should we win the right to host Wikimania 2016. In addition, the Tourism Promotions Board has expressed their intention to sponsor certain line items in the final budget, contingent on the availability of funding.)
For many of these companies and institutions, it would be the first time they would actually get to partner with Wikipedia, and we hope that the novel idea of being able to contribute in their own way to the good of the movement will motivate them well enough to contribute towards hosting Wikimania in Manila. In addition, to boost the credibility of a Wikimania bid, we also intend to get the support of other technology-oriented groups in the Philippines who have experience organizing events on a Wikimania-like scale, and who likewise would already have a history working with potential partners. These include the Computer Professionals' Union and other like-minded organizations.