Wikimedia Conference 2017/Budget

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  • Budget (approved)

Below you can find the estimated project budget for the planning and execution of the Wikimedia Conference 2017 on the basis of 200 participants.

Item Description Nr. of Units Unit Price Total Costs Notes
Conference Costs
Conference venue 1 12.950 € 12.950 € - 3 days rent (includes also furnishing, WIFI, technical equipment, cleaning, personell)
Conference catering 3 6.125 € 18.375 € - 3 conference days à 200 persons (including kosher catering)

- price includes morning break, lunch, afternoon break, non-alcoholic beverage flatrate (tea, coffee, water, juice) for 200 persons

Facilitators 1 10.000 € 10.000 €
TOTAL Conference Costs 41.325 €

Dinner Snack Costs (3 nights at WMDE office or conference hotel)
Catering 3 1.496,67 € 4.490 € - unit price includes a light buffet (including kosher catering) for 3 nights
Beverages 3 866,67 € 2.600 €
On-site support staff 3 300 € 900 € - on-site event support (3 persons/night)
Others 1 650 € 650 € - table/chairs, decoration etc.
TOTAL Dinner Snack Costs 8.640 €

Social Event Cost (1 night outside WMDE office or conference hotel)
Catering & Beverages Drinks, Location rent 200 35 € 7.000 €
DJ 1 250 € 250 €
Others 1 500 € 500 € - decoration, material for social activities
TOTAL Social Event Cost 7.750 €

Travel Costs On-Site
Travel Costs Volunteers/ Facilitators 1 500 € 500 €
Public Transport Ticket 200 18,50 € 3.700 € - unit price for a 5-day public transport ticket for Berlin
Transport costs 1 500 € 500 € - material transport plus quick transfers of organizing team
TOTAL Travel Costs On-Site 4.700 €

Communication Costs
Visa Costs 40 120 € 4.800 € - visa sending costs and visa costs reimbursment
Conference Guide 230 2 € 460 € - printing costs for conference guide
Lanyards 230 1,50 € 345 € - production costs for lanyards
Photographer 1 1.500 € 1.500 €
Others 1 150 € 150 € - signage, name badges, conference folder etc.
TOTAL Communication Costs 7.255 €

Staff Costs
Event Management 1 18.000 € 18.000 €
Program & Engagement Coordinator 1 38.700 € 38.700 €
Intern Logistics Support 1 4.000 € 4.000 €
TOTAL Staff Costs 60.700 €

Accommodation Costs
Double Room 164 114 € 18.696 € - accommodation for chapters/affiliations (approx. 81 PAX) which did not include WMCON funding in annual plan for 4 nights
TOTAL Accommodation Costs 18.696 €

Extra Costs
Buffer 1 2.000 € 2.000 €
TOTAL Extra Costs 2.000 €

In-kind Costs (covered by WMDE, not included in total WMCON costs)
Indirect costs 27% of total costs 40.787,82 € 40.787,82 € - rate based on 2015 rate, APG; indirect costs are standard costs asscociated with running an organization of our size, including leadership, management, utilities, financial management, audit, HR and administration.
Program support costs 170 25 € 4.250 € - evaluation, event management, conference curation; total: 170h
Office Material/Printing 1 2.000 € 2.000 € - included in in-kind
Venue (MOSAIK) 3 220 € 660 € - 170 m² room at WMDE office can be used for dinner snacks (in-kind)
TOTAL In-kind Costs 0 €


TOTAL WMCON17 COSTS 151.066 €


Travel Costs
Travel Costs 81 1.000 € 81.000 € - travel costs handled and monitored by WMF travel department

- travel costs for affiliates, who have not budgeted for WMCON

TOTAL Travel Costs 81.000 €


TOTAL WMCON17 COSTS INCL. TRAVEL COSTS 232.066 €

We are pleased to approve this request for €151,066 in conference grant funds for the Wikimedia Conference 2017. Thank you Wenke, Cornelius, Daniela and Nicole for all of the hard work you have put into planning the event so far. We look forward to working with you over the next several months to plan the best Wikimedia Conference yet!--KHarold (WMF) (talk) 21:15, 7 October 2016 (UTC)