| Cost Category |
Category Description |
Estimated Costs |
Actual Costs |
Difference: Estimated Costs - Budget Spent |
% of Budget Spent |
Comment
|
| Conference Costs
|
| Conference venue |
5 days conference rooms, WIFI, technical equipment & set-up |
€10,000 |
€9,787.75
|
€212.25
|
97.88% |
|
| Conference catering |
5 days conference catering included morning break, lunch, afternoon break, non-alcoholic beverage flatrate, incl. kosher/halal food |
€13,500 |
€16,632.03 |
-€3,132.03
|
123.20%
|
estimated catering costs were calculated on the basis of 150 participants for three days, due to a higher participant number (170 pax) the actual costs exceed estimated costs, kosher/halal food was not included in estimated
|
| Facilitators |
program production, speaker briefing, conference facilitation, graphic recording |
€8,000
|
€7,584
|
€416 |
94.80% |
|
| TOTAL Conference Costs |
€31,500 |
€34,003.78 |
-€2,503.78 |
107.95% |
|
|
|
| Dinner Snack Costs (3 nights at WMDE office)
|
| Catering
|
warm buffet (incl. kosher/halal) at WDME office three evenings
|
€3,150
|
€3,272.00
|
-€122.00
|
103.87%
|
actual costs exceed estimated costs as kosher/halal food was not included in the budget and estimated costs did not include kosher/halal catering
|
| Beverages
|
non-alcoholic as well as alcoholic beverage flatrate, 1 day à 150 pax, 2 days: à 100 pax
|
€2,700
|
€1,750.00
|
€950
|
64.81%
|
|
| Others
|
rent ale benches + beverage refrierator
|
€500
|
€415.11
|
€84.89
|
83.02%
|
|
| Social Event Costs (Learning Pattern Hack / Social Meetups/ CEE Meeting at Tagesspiegel)
|
pizza order and beer for social meetups
|
€0
|
€165
|
-€165
|
|
unforeseen costs, were not included in the estimated budget
|
| TOTAL Dinner Snack Costs (3 nights at WMDE office) |
€6,350 |
€5,602.11 |
€747.89 |
88.22% |
|
|
|
| Social Event Cost (1 night outside WMDE office)
|
| Catering and Beverages |
warm dinner at HomeBase Lounge and beverage flat rate |
€4,500 |
€4,816.77 |
-€316.77
|
107.04%
|
estimated catering costs were calculated on the basis of 150 participants, due to a higher participant number (163 pax) the actual costs exceed estimated costs
|
| DJ |
|
€250 |
€200 |
€50
|
80%
|
|
| Others |
decoration, material for social activities |
250 |
€0 |
€250
|
0%
|
no other costs were occured, material from WMDE stock was used
|
| TOTAL Social Event Cost (1 night outside WMDE office) |
€5,000 |
€5,016.77 |
-€16.77 |
100.34% |
|
|
|
| Public Transport/ Travel Costs On-Site
|
| Public Transport Ticket |
public transport tickets for participants and sightseeing tour |
€1,980 |
€582.10 |
€1,397.90 |
29.40%
|
|
| Travel Costs Volunteers/ Facilitators |
transport costs for 2 volunteers, 1 facilitator
|
€500
|
€386 |
€114
|
77.20%
|
|
| Transport costs |
material transport plus quick transfers of organizing team
|
€400
|
€363.76 |
€133.20 |
66.70%
|
|
| TOTAL Public Transport/ Travel Costs On-Site |
€2,880 |
€1,331.86 |
€1,548.14 |
46.25% |
|
|
|
| Office Material & Communication Costs
|
| Conference Guide |
printing costs for conference guide |
€370 |
€379.32 |
-€9.32 |
102.52%
|
|
| Sending Visa Documents |
|
€1,700
|
€1,356.93 |
€343.07 |
79.82%
|
|
| Visa Cost Reimbursement |
reimbursement visa costs for 4 participants
|
€0
|
€605.90 |
-€605.90 |
|
was not included in budget estimation
|
| Others |
lanyards, 2 birthday presents & presents for 3 volunteers |
€280 |
€367 |
-€87 |
131.07%
|
presents were not included in budget estimation
|
| TOTAL Office Material & Communication Costs |
€2,350 |
€2,709.15 |
-€359.15 |
115.28% |
|
|
|
| Staff & Office Costs
|
| Event Management |
equivalent of 1 FTE, 6 months (Jan- June) |
€18.000
|
€18.000 |
€0 |
100%
|
|
| Program & Engagement Coordinator (incl. travel costs) |
equivalent of 0,7 FTE, 6 months (Apr- Sep); incl. travel costs |
€16.000
|
€16.000 |
€0
|
100% |
|
| Temporary staff (Dinner Snacks) |
on site support for dinner snacks |
€810
|
€520 |
€290
|
64.20% |
|
| TOTAL Staff & Office Costs |
€34,810 |
€34,520 |
€290 |
99.17% |
|
|
|
| Accommodation Costs[1]
|
| Accommodation Costs |
represents the costs of 63 participants (that needed funding), 2 volunteers, 2 speakers, 1 facilitator - breakfast & WIFI included |
€17,319 |
€15,310.50 |
€2,008.50 |
88.40%
|
|
| TOTAL Accommodation Costs |
€17,319 |
€15,310.50 |
€2,008.50 |
88.40% |
|
|
|
| Extra Costs (Buffer, 10% on non-personel costs)
|
| Photographer |
this year WMDE decided to hire a professional photgrapher after we handed in the estimated budget, being really satisfied with the results, WMDE plans to hire one next year again and to include it in the budget
|
€5.000
|
€1,190 |
€3,810 |
28.80%
|
|
| TOTAL Extra Costs |
€5,000 |
€1,190.00 |
€3,810.00 |
23.80% |
|
|
|
| TOTAL COSTS |
€105,209 |
€99,684.17
|
€5,524.83
|
94.75%
|
|
|
|
| Travel Costs (not included in the grant)
|
| WMDE travel reimbursement |
travel reimbursement for 2 participants travelling by train and 2 speakers |
|
€1,037.03
|
|
|
|
| Travel Costs
|
represents 63 participants (that needed funding), handled by WMF travel department |
|
€52,304.24
|
|
|
|
| TOTAL Travel Costs |
€55.500 |
€53,341.27 |
€2,158.73 |
96.11% |
|
