Wikimedia Conference 2017/Budget
| WMCON 2017 | Core Conference Program | Fringe Events | Registration & Participants |
Location |
Logistics |
Contact |
Documentation, Reports, Reviews |
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Below you can find the estimated project budget for the planning and execution of the Wikimedia Conference 2017 on the basis of 200 participants.
| Item Description | Nr. of Units | Unit Price | Total Costs | Notes |
|---|---|---|---|---|
| Conference Costs | ||||
| Conference venue | 1 | 12.950 € | 12.950 € | - 3 days rent (includes also furnishing, WIFI, technical equipment, cleaning, personell) |
| Conference catering | 3 | 6.125 € | 18.375 € | - 3 conference days à 200 persons (including kosher catering)
- price includes morning break, lunch, afternoon break, non-alcoholic beverage flatrate (tea, coffee, water, juice) for 200 persons |
| Facilitators | 1 | 10.000 € | 10.000 € | |
| TOTAL Conference Costs | 41.325 € | |||
| Dinner Snack Costs (3 nights at WMDE office or conference hotel) | ||||
| Catering | 3 | 1.496,67 € | 4.490 € | - unit price includes a light buffet (including kosher catering) for 3 nights |
| Beverages | 3 | 866,67 € | 2.600 € | |
| On-site support staff | 3 | 300 € | 900 € | - on-site event support (3 persons/night) |
| Others | 1 | 650 € | 650 € | - table/chairs, decoration etc. |
| TOTAL Dinner Snack Costs | 8.640 € | |||
| Social Event Cost (1 night outside WMDE office or conference hotel) | ||||
| Catering & Beverages Drinks, Location rent | 200 | 35 € | 7.000 € | |
| DJ | 1 | 250 € | 250 € | |
| Others | 1 | 500 € | 500 € | - decoration, material for social activities |
| TOTAL Social Event Cost | 7.750 € | |||
| Travel Costs On-Site | ||||
| Travel Costs Volunteers/ Facilitators | 1 | 500 € | 500 € | |
| Public Transport Ticket | 200 | 18,50 € | 3.700 € | - unit price for a 5-day public transport ticket for Berlin |
| Transport costs | 1 | 500 € | 500 € | - material transport plus quick transfers of organizing team |
| TOTAL Travel Costs On-Site | 4.700 € | |||
| Communication Costs | ||||
| Visa Costs | 40 | 120 € | 4.800 € | - visa sending costs and visa costs reimbursment |
| Conference Guide | 230 | 2 € | 460 € | - printing costs for conference guide |
| Lanyards | 230 | 1,50 € | 345 € | - production costs for lanyards |
| Photographer | 1 | 1.500 € | 1.500 € | |
| Others | 1 | 150 € | 150 € | - signage, name badges, conference folder etc. |
| TOTAL Communication Costs | 7.255 € | |||
| Staff Costs | ||||
| Event Management | 1 | 18.000 € | 18.000 € | |
| Program & Engagement Coordinator | 1 | 38.700 € | 38.700 € | |
| Intern Logistics Support | 1 | 4.000 € | 4.000 € | |
| TOTAL Staff Costs | 60.700 € | |||
| Accommodation Costs | ||||
| Double Room | 164 | 114 € | 18.696 € | - accommodation for chapters/affiliations (approx. 81 PAX) which did not include WMCON funding in annual plan for 4 nights |
| TOTAL Accommodation Costs | 18.696 € | |||
| Extra Costs | ||||
| Buffer | 1 | 2.000 € | 2.000 € | |
| TOTAL Extra Costs | 2.000 € | |||
| In-kind Costs (covered by WMDE, not included in total WMCON costs) | ||||
| Indirect costs | 27% of total costs | 40.787,82 € | 40.787,82 € | - rate based on 2015 rate, APG; indirect costs are standard costs asscociated with running an organization of our size, including leadership, management, utilities, financial management, audit, HR and administration. |
| Program support costs | 170 | 25 € | 4.250 € | - evaluation, event management, conference curation; total: 170h |
| Office Material/Printing | 1 | 2.000 € | 2.000 € | - included in in-kind |
| Venue (MOSAIK) | 3 | 220 € | 660 € | - 170 m² room at WMDE office can be used for dinner snacks (in-kind) |
| TOTAL In-kind Costs | 0 € | |||
| TOTAL WMCON17 COSTS | 151.066 € | |||
| Travel Costs | ||||
| Travel Costs | 81 | 1.000 € | 81.000 € | - travel costs handled and monitored by WMF travel department
- travel costs for affiliates, who have not budgeted for WMCON |
| TOTAL Travel Costs | 81.000 € | |||
| TOTAL WMCON17 COSTS INCL. TRAVEL COSTS | 232.066 € | |||
We are pleased to approve this request for €151,066 in conference grant funds for the Wikimedia Conference 2017. Thank you Wenke, Cornelius, Daniela and Nicole for all of the hard work you have put into planning the event so far. We look forward to working with you over the next several months to plan the best Wikimedia Conference yet!--KHarold (WMF) (talk) 21:15, 7 October 2016 (UTC)