FOSS4G-Europe : Budget
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Estimated budget summary
| INCOME | |
| based on 300 delegates (50 % full / 50 % students + 25 guests) | |
| 1. Fees | 20 000,00 € |
| 2. Workshops | 4 166,67 € |
| 3. Social Dinner | 6 541,67 € |
| 4. Sponsors | 25 500,00 € |
| Total Income Estimate | 56 208,33 € |
| EXPENSES | |
| 1. Venue | - € |
| 2. Audivisual Equipment | - € |
| 3. Catering | 18 200,00 € |
| 4. Print &Web | - € |
| 5. Registration Management Fees | 8 270,00 € |
| 6. Abstract Management Fees | - € |
| 7. Management Fees | 14 000,00 € |
| 8. Exhibition | 2 350,00 € |
| 9. Staff | - € |
| 10. Guests - Keynote speakers | 9 600,00 € |
| 11. Miscellaneous | 2 552,75 € |
| Total Expenses estimate | 54 972,75 € |
| Balance | 1 235,58 € |
Estimated budget details
INCOME
| Income | ||||
| 300 delegates (50 % full / 50 % students + 30 Free of charge) | TTC | HT | TTC | HT |
|
Early bird before 28th Feb 2017 | Regular (as from 1st March 2017) | ||
| Full Fees | 100,00 € | 83,33 € | 200,00 € | 166,67 € |
| Reduced Fees - student | 50,00 € | 41,67 € | 100,00 € | 83,33 € |
|
|
|
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| Workshop |
|
25,00 € | 20,83 € | |
| Social Dinner delegates | 45,00 € | 37,50 € | 50,00 € | 41,67 € |
| Social Dinner accomp | 60,00 € | 50,00 € | 65,00 € | 54,17 € |
| 1. FEES | HT | |||
| Early Bird - full fees | 110 | 83,33 € | 9 166,67 € | |
| Early bird - reduced fees | 110 | 41,67 € | 4 583,33 € | |
| Regular - full fees | 25 | 166,67 € | 4 166,67 € | |
| Regular - reduced fees | 25 | 83,33 € | 2 083,33 € | |
| Guests, sponsors | 30 | 0 | - € | |
| 300 | 20 000,00 € | |||
| 2. Workshops | ||||
| Regular | 200 | 20,83 € | 4 166,67 € | |
| 200 | 4 166,67 € | |||
| 3. Social Dinner | ||||
| Delegates early | 130 | 37,50 € | 4 875,00 € | |
| Delegates late | 40 | 41,67 € | 1 666,67 € | |
| Accompanying persons early | 0 | 50,00 € | - € | |
| Accompanying persons late | 0 | 54,17 € | - € | |
| Guests | 30 | - € | - € | |
| 200 | 6 541,67 € | |||
| 4. Sponsoring (basé sur FOSS4G-E-2015) | ||||
| Gold | 0 | 4 000,00 € | - € | |
| Silver | 6 | 2 500,00 € | 15 000,00 € | |
| Bronze | 6 | 1 500,00 € | 9 000,00 € | |
| Supporter | 3 | 500,00 € | 1 500,00 € | |
| Media Partners | 0 | - € | - € | |
| 15 | 25 500,00 € | |||
| Gd Total Income (estimate) | 56 208,33 € |
EXPENSES
| 1. Venue | Unit | Quantity | Days | Total | Note |
| Auditorium (400) | 3 000,00 € | 1 | 3 | - € | 3 days sessions et 0,5 day set up. AV + technicien included |
| Session rooms (100) | 300,00 € | 4 | 3 | - € | 3 days sessions et 0,5 day set up |
| Workshops room (25) | 100,00 € | 4 | 1 | - € | 4 workshops 1 day |
| - € | |||||
| 2. Audivisual Equipment | |||||
| Videoprojector session rooms | - € | 4 | 3 | - € | included in rental |
| Videoprojectors Workshops | - € | 4 | 1 | - € | included in rental |
| PC all rooms + speaker desk | - € | 8 | 1 | - € | provided by ENSG |
| PC & printer | - € | 2 | 1 | - € | provided by ENSG |
| Speaker Assistance - Technicien | - € | 2 | 4 | - € | provided by ENSG |
| - € | |||||
| 3. Catering | |||||
| Coffee breaks & lunch workshops | 3,00 € | non chiffré (dépend du sponsoring) | |||
| Coffee breaks conference | 3,00 € | 800 | 3 | 7 200,00 € | 2 breaks per day (beverage only) |
| Luncheons | 15,00 € | 400 | - € | optionnel - à if funding vailable only | |
| Icebreaker | 20,00 € | 360 | 0 | - € | 90% inscrits (optionnel en cas de sponsors insuffisants) |
| Social Dinner | 50,00 € | 200 | 1 | 10 000,00 € | provision Guingette Martin-Pecheur (200 pax) ou Gégène (300 pax) - en option : transport & animation |
| Code Sprint | 20,00 € | 50 | 1 | 1 000,00 € | provision for permant coffee break & sandwich lunch |
| 18 200,00 € | |||||
| 4. Print &Web | |||||
| Domaine | 100,00 € | 1 | 1 | 100,00 € | |
| Website | 1 500,00 € | 1 | 1 | - € | |
| Sponsorship Brochure | 1 000,00 € | 1 | 1 | layout; no print | |
| Préliminaire programme | 500,00 € | 1 | 1 | - € | ENSG |
| Newsletter & emailing | 500,00 € | 1 | 1 | - € | |
| Final programme | 2 000,00 € | 1 | 1 | - € | ENSG |
| Proceedings on line | 2 500,00 € | 1 | 1 | - € | |
| Signage | 500,00 € | 1 | 1 | - € | ENSG |
| - € | |||||
| 5. Registration Management Fees | Geolab or In2events - TBD | ||||
| Registration platform | 600,00 € | 1 | 1 | 600,00 € | |
| Registration fees | 14,00 € | 400 | 1 | 5 600,00 € | |
| Registration manager | 450,00 € | 1 | 3 | 1 350,00 € | |
| Accommodation+travel | - € | 1 | 0 | - € | |
| Delegate badges | 1,80 € | 400 | 1 | 720,00 € | |
| 8 270,00 € | |||||
| 6. Abstract Management Fees | |||||
| Abstract platform | - € | 1 | 1 | - € | Framaform |
| Abstract fees | - € | 300 | 1 | - € | |
| Speakers Management | - € | 1 | 1 | - € | |
| - € | |||||
| 7. Management Fees | |||||
| Coordination fees | 10 000,00 € | 1 | 1 | 10 000,00 € | In2Events fees |
| Financial Management fees | 4 000,00 € | 1 | 1 | 4 000,00 € | |
| 14 000,00 € | |||||
| Unit | Quantity | Days | Total | Note | |
| 8. Exhibition | |||||
| Poster pannels | 25,00 € | 30 | 1 | 750,00 € | Outside supplier - to be quoted - estimate based on 30 pannels |
| Tables + chairs | - € | 1 | 1 | - € | ENSG |
| Booth structures | 40,00 € | 40 | 1 | 1 600,00 € | Outside supplier - to be quoted - estimated based on 40 sqm (4 booths 6 sqm + 4 booths 4 sqm) |
| Electricity | - € | 1 | 1 | - € | ENSG |
| 2 350,00 € | |||||
| 9. Staff on site | |||||
| Room staff | - € | 4 | 3 | - € | ENSG |
| Welcome staff supervisor | - € | 1 | 4 | - € | ENSG |
| Welcome staff | - € | 4 | 4 | - € | ENSG - registration + bags etc |
| Miscellaneous staff | - € | 4 | 3 | - € | ENSG |
| - € | |||||
| 10. Guests - Keynote speakers |
|
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| Accommodation | 120,00 € | 6 | 5 | 3 600,00 € | estimated based on 6 speakers/5 nights/ 2* hotel |
| Travel grants | 1 000,00 € | 6 | 1 | 6 000,00 € | estimate based on 6 keynote speakers / 1000 € per speaker |
| 9 600,00 € | |||||
|
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| 11. Miscellaenous | |||||
| Congress Bags | 3,00 € | 400 | 1 | - € | to be sponsorised |
| Notepads & pens | - € | 400 | 1 | to be sponsorised | |
| Unforeseen expenses | 2 000,00 € | 1 | 1 | 2 000,00 € | provision |
| Bank fees | 30 708,33 € | 1,80% | 1 | 552,75 € | fees for secured payment, 1,80 %, provision, invoiced on real cost |
|
2 552,75 € | ||||
|
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| Gd Total | 54 972,75 € |