Wikimania 2013 bids/Surakarta/Budget

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Budget[edit]

Assuming 700 attendees, the amount of money spent is about Rp 2.000.000 per attendee for the main conference.

All amounts are in IDR (1 USD = 9000 IDR)

Revenue
Regular Registrations Rp 101.250.000 225 people, $40 early, $60 late
Student & Wikimedian Registrations Rp 126.000.000 400 people, $25 early, $45 late
Comped registration $0 VIPs, scholarship recipients, and conference volunteers (e.g. local university students)
Diamond Sponsorship Rp 100.000.000 1 sponsor @ Rp 100 million. Naming rights to a lounge space, 5 VIP tickets, full-page ad in the program, exhibit table, name & logo prominent on conference website, promotional items in attendee bag, logo prominent on slideshow prior to start of plenary sessions
Platinum Sponsorship Rp 225.000.000 3 sponsor @ Rp 75 million. Naming rights to attendee party, 4 VIP tickets, full-page ad in the program, exhibit table, name & logo prominent on conference website, promotional items in attendee bag, logo prominent on slideshow prior to start of plenary sessions
Gold Sponsorships Rp 250.000.000 5 sponsors @ Rp 50 million. Naming rights to a lunch break, 3 VIP tickets, half-page ad in the program, exhibit table, name & logo prominent on conference website, promotional items in attendee bag, logo prominent on slideshow prior to start of plenary sessions
Silver Sponsorships Rp 300.000.000 15 sponsors @ Rp 20 million. Two VIP tickets, naming rights to a coffee break or breakfast, quarter-page ad in the program, exhibit table, name & logo on conference website, promotional items in attendee bag, logo on slideshow prior to start of plenary sessions
Bronze Sponsorships Rp 300.000.000 30 sponsors @ Rp 10 million. Two VIP tickets, acknowledgement in the program, name & logo on conference website, name on slideshow prior to start of plenary sessions
Total Revenue Rp 227.250.000 (registrations) + Rp 1.175.000.000 (sponsors) Rp 1.402.250.000 ($155.806)
Expenditures
Meals Rp 206.460.000 Includes a light breakfast and lunch, as well as two coffee breaks. Since it's considerably lower than previous years, we can move the extra budget someplace else, like giving more scholarship

Here is a breakdown of the budgeted total:

Budgeted total

  • Rp 10.350.000 - pre-conference
  • Rp 126.900.000 - main conference
  • Rp 36.000.000 - post-conference
  • Rp 33.210.000 (Rp 27.000 x ~410 for light breakfast x 3 days) - Served in lounge area
  • Rp 206.460.000 - grand total

Detailed catering breakdown (USD)

Meeting space Rp 112.500.000 (tentative)
Accommodations for VIPs Rp 22.500.000 (tentative) 5 @ Rp. 4.500.000 . For out-of-town VIPs.
Travel for VIPs Rp 45.000.000 VIPs accounted for in this line item are primarily keynote speakers and community leaders
Insurance Rp 22.500.000 (tentative)
Licences, taxes Rp 22.500.000 (tentative)
Scholarships Rp 450.000.000 A "full ride" to Wikimania for someone outside the continent would be about Rp 13.500.000
Technical Rp 22.500.000 (tentative)
Promotional materials & supplies Rp 67.500.000 (tentative) Includes t-shirts.
Participant gift bags Rp 13.500.000 (tentative) 800 bags
Attendee party Rp 180.00.000 (tentative)
VIP reception Rp 90.000.000 (tentative)
WikiExpedition Rp 4.500.000 (tentative) Scavenger hunt/photo contest
Volunteer appreciation Rp 4.500.000(tentative) Comped registration and goodies for volunteering students
Conference consultant Rp 9.000.000 (tentative)
Total Expenditures Rp 701.460.000 (scholarships, VIP travels, meals) + Rp 562.500.000 (tentative) Rp 1.402.995.000 ($154,223, CNY ¥981 549.369, €115 117.564)
Contingency Rp 139.035.000 (11%)