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 €





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




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 €






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 €






Gd Total


54 972,75 €