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To dateForecast
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Price inc Sales TaxPrice Exc Sales TaxQtyTotal IncomeQtyTotal IncomeComment
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Income
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Delegate Fee Full package - Early Bird£350.00£291.67418£121,917418£121,917Includes Gala Party€462.00
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Delegate Fee per day - Early Bird£135.00£112.5043£4,83843£4,838€178.20
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Delegate Fee Full package - Regular£435.00£362.505£1,813150£54,375€574.20
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Delegate Fee per day - Regular£165.00£137.500£075£10,313€217.80
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Delegate Fee Full package (Free)£0.00£0.0087£087£0As of 9/7 = LOC (15) + Sponsors (46) + Keynoters (3) + Student bursaries (10)€0.00
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Delegate Fee per day (Free)£0.00£0.000£015£0€0.00
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Student Delegate Fee Full package except party£240.00£200.000£00£0€316.80
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Student Delegate Fee per day£80.00£66.670£012£800€105.60
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Total delegates 553800€0.00
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€0.00
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Workshops - Early Bird£60.00£50.00252£12,600382£19,100Workshop days (184 single, 99 double)€79.20
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Workshops - Regular£75.00£62.50£0€99.00
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Hackathon£0.00£0.0030£050£0€0.00
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Hotel Rooms£140.00£116.67205£23,917500£58,333
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University Rooms£50.00£41.67694£28,9171,195£49,792
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Sponsorship£137,950£137,950Always a possibility of a late one or two
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Educational Sponsorship£0£0Included in sponsorship
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Wed Icebreaker Reception & Dinner£35.00£29.1792£2,683140£4,083
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Gala night (outside of package)£55.00£45.830£012£550
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Closing party£30.00£25.0041£1,02575£1,875
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Total income£335,658£463,925
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ExpenditureCost
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Wed Icebreaker Dinner £28.0092£2,576140£3,920Need to reduce spec and cut cost to max £20 for food and any entertainment plus include £8/head for drinks
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Icebreaker Entertainmnet£500£500£300 to Mike Parker plus travel and accommodation
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Day Delegate Rate Thursday - Saturday£57.001,573£89,6612,110£120,270Total number of day delegates allowing for packages etc
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Workshop catering£12.00252£3,024382£4,584Coffee, water, coke and sandwiches
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Hackathon catering£12.0030£36050£600Coffe, water, coke and sandwiches
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Thu Gala Dinner £35.00510£17,850667£23,345Inc freebies
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Gala entertainment£4,000£4,000Nerds £2750 plus £400 travel and accom (2 people) Band £600?
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Sat Closing Party£25.0041£1,02575£1,875Say £20 food plus £5 drink - beer £591 plus vat
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Hotel Rooms£100.00285£28,500580£58,000Includes 80 hotel rooms for conference team spread over the week
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University Rooms£35.15694£24,3941,195£42,004
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#GeoCamp Infrastructure£22,000.001£22,0001£15,250Field and Lawn, quote is 18.5k allow 3.5k for ins and contingency, increased to 25k to allow for extra electrics and furniture
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Marquee Hire of equipment£5,000Stage, tables and chairs 1400
Projector and screen & PA 3600
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Marquee Electrics£2,500Electrics 1000 and heating 1500
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Hire University Lecture halls£2,500£0Workshops? Included in the cost from deVere
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WiFi upgrade£5,000£5,000
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Extra AV costs£3,000£3,000May need to stream plenaries, we can use this for projector and PA in GeoCamp as well
2 days at £850 radio mics and 1 projector
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Insurance£2,500£3,581Hiscox 2666 Marquee 915
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Programme - Origination, Printing£5,383£5,200Brochure design £2k, Print £4.00/delegate Inc lanyards
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Travel & Subsistence (Conference Team)£4,000£4,000
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Online Booking System£2.95548£1,617575£1,696
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Credit Card Charges3.50%£6,920£11,409
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Delegate gifts£4,258£6,160Allow £7/delegate plus 10% wastage
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t-shirts£5,400£5,400quote from firelabel
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Signage£2,000£2,000
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£0£0
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Contingency5%£11,453£16,095
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AGI Event Management Costs (5%)5%£11,823£16,465
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Total Expenditure£259,744£361,854
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Surplus£75,915£102,071
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$122,222$164,334
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