Wikimania 2016 bids/Esino Lario/Budget

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Expenses[edit]

Information

The budget of Wikimania Esino Lario is currently 435'000 euro with a confirmed contribution of 200'000 euro from Wikimedia Foundation, 190'000 euro from Cariplo Foundation and contributions from Associazione Amici del Museo delle Grigne Onlus / Ecomuseo delle Grigne, Wikimedia Italia, Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera, ODL, A+E Milano srl. All expenses will be fully reported with receipts and reports of payments within the project Wikimania Esino Lario - Protagonismo culturale offline e online (in Italian).

Expected Expense Unit Number Days Euro Dollars
Coffee breaks preconference Food €5 700 2 €7.000 $8.736
Coffee breaks conference Food €5 1000 3 €15.000 $18.720
Lunch preconference Food €10 700 2 €14.000 $17.472
Lunch conference Food €10 1000 3 €30.000 $37.440
Welcome reception/party and closing party Food €13 1000 2 €26.000 $32.448
Accommodation+breakfast for organizers, volunteers, guests Participants €15 200 5 €15.000 $18.720
Transport for organizers, volunteers, guests Participants € 50 200 €10.000 $12.480
Busses from the airports Participants € 450 8 3 €10.800 $13.478[1]
Insurance + SIAE Venue €10.000 $12.480
Tensile structure Venue €15.000 $18.720
Meeting rooms (staircases for security, electrical system check, rented forniture, cleaning) Venue €30.000 $37.440
Equipment rental/A-V expense Technical €13.000 $16.224
Electricity Technical €4.000 $4.992
Connectivity Technical €40.000 $49.920
Audio visual, recording and uploads (no streaming planned) Communication €4.000 $4.992
Registration packet (lanyards, badge holders, bag, t-shirts, conference brochure) Communication €10 1000 €10.000 $12.480
Registration (charges for the system, rental of equipment for the on-site registration and badges) Organization €3.205 $4.000
Staff (management, communication consultant) Organization € 16.026 $20.000
Contingency/Misc. Expenses Organization € 8.090 $10.096
Total expenses €281.121 $350.838

Currency exchange 1 euro = $1,248


Financial plan[edit]

Information

The budget of Wikimania Esino Lario is currently 435'000 euro with a confirmed contribution of 200'000 euro from Wikimedia Foundation, 190'000 euro from Cariplo Foundation and contributions from Associazione Amici del Museo delle Grigne Onlus / Ecomuseo delle Grigne, Wikimedia Italia, Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera, ODL, A+E Milano srl. All expenses will be fully reported with receipts and reports of payments within the project Wikimania Esino Lario - Protagonismo culturale offline e online (in Italian). Please check the procedure "How to credit people and institutions involved in Wikimania Esino Lario" for updates on sponsors and supporters.

Fundraising for Wikimania Esino Lario 2016 has started.

  •  Confirmed Secured a technical support for communication materials of a value of 3'000-5'000 euro by the company A+E Milano srl.
  • Declined Declined Secured a support from Associazione Amici del Museo delle Grigne Onlus of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015".
  • Declined Declined Secured a support from the Esino Lario City Council of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015" (3'000 euro in-kind staff of the tourist office).
  •  Confirmed Secured a support from ODL company of 5'000 euro.
  •  Confirmed Secured support in-kind staff Wikimedia Italia during the event (not included in the budget).
  •  Confirmed Secured support in-kind staff Comunità montana for excursions during the event (not included in the budget).
  • Declined Declined Requested a support from Fondazione Banca del Monte di Lombardia for 80'000 euro for the renovation of the former cinema which will be used during Wikimania (decision around March 2015).
  •  Confirmed Requested support in-kind staff Wikimedia CH during the event.
  •  Confirmed Presented the pre-project and project (24/12/2014) to Cariplo Foundation with a request of 200'000 euro (decision expected around March 2015).
  • Declined Declined Started the discussion with Telecom Italia – a major Italian communication company - for the technical support to Esino Lario connectivity during Wikimania.
  • Declined Declined Started the discussion with a major international lightening company for a technical support to Esino Lario lightening (buildings and outdoor).

It is also important to mention that we are already benefitting from the support of a lot of people. We took advantage of a lot of volunteer work, we had the contribution of Wikimedia Italia to cover the cost of a dedicated person to help us with the planning, we had reduced prices from restaurants, bars, hotels and dorms; people are providing their apartments for a reimbursement; the Esino Lario city council and private owners are providing meeting rooms for free and some apartments owners are also giving us their flats and houses for free. A nice story is a lady that at the very beginning of the planning immediately signed the support to the event, gave her entire beautiful villa in Esino Lario for free, and she also offered to give us 1'000 € / 1'371 $ to support the event[2].

Documentation about the fundraising.

Request to Wikimedia Foundation and support[edit]
Wikimania Esino Lario Grant Agreement
Wikimania Esino Lario Trademark Agreement

We made a request to Wikimedia Foundation of 200'000 euro provided by Wikimedia Foundation to Associazione Amici del Museo delle Grigne Onlus, lead institution of Wikimania Esino Lario 2016.

Wikimedia Foundation grant covered the specific costs of the event. Even if not directly associated to territorial development, the grant from Wikimedia Foundation has supported grant-seeking as a co-funding, with a multiplier effect which created benefits for a broader audience. Furthermore the expenses associated to territorial development relate to connectivity, accessibility and collaborative work.

Wikimedia Foundation has furthermore paid to the Associazione Comitato Wikimania Esino Lario.

  • accommodation, food and transport from and to the airport for the scholarship receipts
  • accommodation and food and transport from and to the airport for Wikimedia Foundation staff (in Esino Lario and at Villa Monastero in Varenna)
  • a partial payment of 2000 $ for a catering costed 2400 euro and requested for IdeaLab.
  • the cost of 4000 euro (- the exact amount needs to be checked) for the badges used during Wikimania, which Wikimedia Foundation agreed to produce but it could not guarantee the delivery on time so we produced them.

Wikimania Foundation has furthermore provided

Planned income from registrations[edit]
See also: Costs/Participants.

We initially planned to make attending Wikimania sessions and events free of charge but for the event we had to charge € 1 to register people also for insurance purposes. Thanks to the registration we were able to properly plan and implement the event, and the registration fee managed lunch but also accommodation and other expenses related to participants (including dinner). This approach had the advantage that scholarships, institutions supporting specific participants (i.e. Wikimedia Foundation, Wikimedia chapters, university fund) and participants will pay for a cost associated directly to their participation. Differently from other venues in which catering is basically a fixed cost, at Wikimania Esino Lario we took advantage also of restaurants and bars, which allows the cost to be reduced if the number of participants is less. The estimated cost of lunch in the budget corresponded to the planned income from registrations (and it can decrease accordingly); during Wikimania we created different kind of fees according to the number of days and if accommodation and meals were requested.

Income[edit]
Expected Income Unit Number Days Euro Dollars
Wikimedia Foundation € 200.321 $250.000
Communication materials sponsor AE Milano € 5.000 $6.240
Contribution Associazione Amici del Museo Grigne (permanent equipment) € 10.000 $12.480
Contribution sponsor ODL € 5.000 $6.240
Participants registration fee € 50 1000 € 50.000 $62.400
Transport from the airport to the venue paid by participants when they register €450 8 3 € 10.800 $13.478[3]
Total income € 281.121 $350.838

Currency exchange 1 euro = $1,248

Confirmed income Euro Managed the the City Council In-kind Total in euro Notes
Wikimedia Foundation 200.000 Funds used specifically for the conference.
Wikimedia Foundation (badges and lanyards) 4.200,22 Reimbursement for the costs of the badges and lanyards.
Cariplo Foundation 190.000 Funds used for a 2-years programme of Wikimedia and cultural activities in the region. Please refer to the full project Wikimania Esino Lario - Protagonismo culturale offline e online.
Lombardy Region (Regione Lombardia) 200.000 300.000 Funds for renovation and accessibility of public buildings and the Varenna-Cortenova street. The funds have been managed by the Esino Lario city council and the Province of Lecco.
Province of Lecco (Provincia di Lecco) 200.000 Funds for the Varenna-Cortenova street and conference space at Villa Monastero.
EOLO 100.000 Internet!
Esino Lario City Council 60.000 Funds for renovation and accessibility of public buildings.
Elmec Informatica 30.000 Technical support and collaboration in the communication of the project.
BIM Bacino Imbrifero Montano 30.000 Funds for renovation and accessibility of public buildings (Sport Hall).
Wikimedia Italia 20.000 In-kind contribution of time of staff member. Wikimedia Italia receives € 20.000 to implement Wikimedia activities in the region.
SUPSI 10.000 In-kind contribution for the involvement of team members of the Laboratory of visual culture.
BCC Credito Cooperativo Valsassina 6.000 Funds for the renovation of the former cinema.
Comunità montana della Valsassina, Valvarrone, Val d'Esino e Riviera 5.000 The Comunità montana receives € 5.000 to implement Wikimedia activities in the region.
O.D.L. srl 5.000 Financial support.
ICAM 4.000 Products (chocolate).
Mauri 4.000 Excursion to the company and the village of Pasturo (bus, organization and aperitif), event in Esino Lario with their products (cheese).
Norda 4.000 Products (water and baverage).
Vendomat 4.000 Products (coffee machines and coffee).
HDI Maglia Assicurazioni 4.000 Support with the insurance.
SAL Servizi Automobilistici Lecchesi - Arriva 3.000 Financial support.
A+E Milano srl 3.837 Funds for the communication of Wikimania. The amount is included and subtracted in a bill.
Lufthansa 3.000 Funds for merchandizing and airplane tickets.
Casa dell'Economia – Camera di Commercio di Lecco 2.000 Funds for the communication of the project.
Other companies supporting the event 15.000 The support of companies and institutions provided services and products for the event.
Participants registration fee This budget will be available in 2017 when we finalize the budget of the Associazione Comitato Wikimania Esino Lario 2016, managing it.
Total income 417.200,22 290.000 698.837 1.406.037,22 Please note that we spent for the project management and coordination € 10.938,10.





Confirmed support[edit]

Information

Please check the procedure "How to credit people and institutions involved in Wikimania Esino Lario" to review how we decided to manage the credits for the institutions involved in the event. Please find on Wikimania 2016 website the full list of institutions and companies supporting Wikimania Esino Lario.


Please note that the following list does not include all the institutions and companies supporting WIkimania 2016.

Support by Role
Wikimedia Italia With general assembly vote in October 2013 (further specified in April 2014), Wikimedia Italia is promoter of Wikimania Esino Lario.
  1. Promotes Wikimania Esino Lario.
  2. Makes sure the event is properly communicated to its community (Wikimedia Italia communication tools: website, social networks, newsletters, mailing lists, meetings, general assembly).
  3. Involves its volunteers in attending the event and in contributing to the planning and organization of the event.
  4. Contributes to the event with the involvement of its staff during the week of Wikimania Esino Lario (in-kind contribution).
Wikimedia CH With the board resolution in February 2014, Wikimedia CH supports and co-promotes Wikimania Esino Lario.
  1. Promotes Wikimania Esino Lario
  2. Make sure the event is properly communicated to its community (Wikimedia CH communication tools: website, social networks, newsletters, mailing lists, meetings, general assembly)
  3. Involves its volunteers in attending the event and in contributing to the planning and organization of the event
  4. Contributes to the event with the involvement of its staff during Wikimania Esino Lario (in-kind contribution).
  5. Supports the organization of special events and excursions in Switzerland
  6. Decides its eventual in-kind and financial support to Wikimania Esino Lario in its next budget and financial plan.

Wikimedia CH could be the institution applying to Swiss grant-makers.

Esino Lario city council It has expressed its support September 2013; the city council has also produced a board resolution which officially supports the bid.
  1. Free use to city council infrastructures: Villa Clotilde, multimedia room of the Museo delle Grigne, former Museum della Grigne, Primary School, Sport hall/multifunctional space.
  2. Volunteer commitment of different former members of the city council to contribute to the organization of the event.
  3. Access to information necessary to plan and organize the event.
  4. The city council manages the interventions on public infrastructures.
  5. The city council – as legal responsible of the Ecomuseo delle Grigne – is currently lead organization in presenting applications to grant-makers.
Ecomuseo delle Grigne and Associazione Amici del Museo delle Grigne Onlus (managing non profit association of the ecomuseum) It has expressed its support September 2013. The Ecomuseo delle Grigne is a Esino Lario civic institution managed by the Associazione Amici del Museo delle Grigne Onlus.
  1. Ecomuseo delle Grigne is a promoter of the event.
  2. The ecomuseo contributes to the event by involving its community and network of associations
  3. Associazione Amici del Museo delle Grigne Onlus has confirmed a support of 10'000 euro.
  4. Associazione Amici del Museo delle Grigne Onlus – as organization managing the Ecomuseo delle Grigne – is currently lead organization in presenting applications to grant-makers.
Pro Loco Esino Lario It has expressed its support September 2013. Pro Loco will be partner of the event and it will directly promote activities and initiatives in Esino Lario. It will have a key role in managing volunteers and in taking care of some of the tasks necessary to implement the event in Esino Lario. Pro Loco are local associations meant to manage events. The involvement of Pro Loco Esino Lario is a great advantage for the event because of its experience and because of the specific legislative advantages local Pro Loco have. A meeting between Pro Loco and Wikimedia Italia is necessary to define a partnership agreement, but in general we already envision the role of Pro Loco Esino Lario as following
  • being the organizer of the event in Esino Lario
  • managing the smaller reimbursements for the accommodation
  • managing the tensile structure and the coffee breaks
  • managing the necessary licenses (siae); Pro Loco have a specific less expensive fee.
  • facilitating the involvement of volunteers.
Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park Support letter received February 2014 and renovated in December 2014 by the new president.
  1. Support of the event.
  2. Involvement of the Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park in the organization of excursions and in the program of workshops and activities for children.
Company ODL Confirmation of financial support of 5'000 euro received November 2014. ODL is a local company which expresses with its contribution the support to Esino Lario, its territory and community.
Company A+E Milano srl Confirmation of in-kind support (correspondent to a value of 3'000-5'000 euro) received November 2014. The company is a communication company producing graphics, prints, leaflets, brochures, and other communication materials. Its support will be used for the communication materials of Wikimania (welcome beds, program)




Notes[edit]

  1. 8 busses for 450€ each.
  2. We didn't include it in the budget because we are cautious and we do not have a written confirmation or the money.
  3. 8 busses for 450€ each (50 people per bus). If the bus is full it means around 10 euro per person; we will set the price once we decide precisely how to manage the rides.