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Wikimedia Conference 2014/Budget and finances

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Cost category Category description Estimated costs Actual costs % of budget spent
TOTAL CONFERENCE COSTS 50.000,00 € 44.230,81 € 88,46 %
Conference moderation & facilitation Program production, speaker briefing, conference facilitation, graphic recording 7.500,00 € 8.206,75 € 109,42 %
Conference venue 4 days - Conference rooms, WIFI, technical equipment & set-up 14.000,00 € 10.655,00 € 76,11 %
Conference catering 4 days - Conference drinks all day + morning, lunch and afternoon break 17.000,00 € 13.779,30 € 81,05 %
Dinner snack at WMDE Office / Social Events 4 days - Food and drinks at WDME office every evening 8.000,00 € 8.076,10 € 100,95 %
Public transport / Transport costs 5 days public transport ticket for 148 pax + minor material and taxi transport costs 2.500,00 € 2.449,50 € 97,98 %
Office material & communication Sending of visa documents + print conference guide 1.000,00 € 1.064,16 € 106,42 %
Extra costs not foreseen in budget Visa fee reimbursement for three participants N/A 197,79 €
       
TOTAL ACCOMMODATION COSTS * 7.105,00 €
Hotel accommodation costs represents the costs of 58 participants (53 persons from affiliates that needed WMCON funding, 1 speaker, 1 Wikimania organizer, 1 documentation volunteer, 2 facilitators) - breakfast & WIFI included 7.105,00 €
       
TOTAL TRAVEL COSTS * 43.641,18 €
Travel costs represents the travel costs of overall 56 persons (53 persons from 27 chapter/affiliates, 1 speaker, 1 Wikimania organizer, 1 documentation volunteer) 43.641,18 €
       
Overall costs** 94.976,99 €

* The here shown accommodation and travel costs mainly represent the costs of the affiliates (chapters, thematic organizations & user groups) that needed WMCON funding. At the bidding time, we did not know how many chapters/affiliates have included budget for WMCON14 in their annual/project plan, so we could not really estimate the number of participants who needed funding for travel and accommodation. Therefore, we can only do a comparison of estimated and actual costs regarding the on-site conference costs.

** The overall costs do not include the travel and accommodation costs of WMF Board, WMF staff, AffCom and FDC members.