What problem does this solve?
To give a full picture of what resources went into organizing an event, including partners' working hours, usage of their locales and the value of catering etc.
What is the solution?
In the post-event survey, ask your event organizing partners to estimate the in-kind contributions the organization made to make it happen. This includes working hours, catering and use of space. It is possible to enquire this in advance, but it may be that the actual number of working hours is not clear until after the event.
In estimating the value of the contributions, we have created a set of values to use. An hourly wage is a constant, a space rent as well. In general, these are lower than the actual salaries or space rents. Alternatively, it may be relevant to show what the cost would have been, if the partner would have been compensated for their contribution, and use their variables. We think that using our variables, we can get comparable results across partners as well as our own activities.
Things to consider
- Do this promptly soon after the event ends in a survey, where you collect other data about the event.
- Inform the partner about this in advance, so the partner records the data. This, too, can be a survey.
- Create a set of values for items you want to record: hourly wage (by category), catering per person, space rent etc.
- In reporting, you can turn your data into monetary values or use as quantities.
When to use
Editathons and other events where you engage with partners, who contribute to organizing.