A | B | C | D | E | F | G | H | I | J | K | L | M | N | O | P | Q | R | |
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1 | To date | Forecast | ||||||||||||||||
2 | Price inc Sales Tax | Price Exc Sales Tax | Qty | Total Income | Qty | Total Income | Comment | |||||||||||
3 | Income | |||||||||||||||||
4 | Delegate Fee Full package - Early Bird | £350.00 | £291.67 | 418 | £121,917 | 418 | £121,917 | Includes Gala Party | €462.00 | |||||||||
5 | Delegate Fee per day - Early Bird | £135.00 | £112.50 | 43 | £4,838 | 43 | £4,838 | €178.20 | ||||||||||
6 | Delegate Fee Full package - Regular | £435.00 | £362.50 | 5 | £1,813 | 150 | £54,375 | €574.20 | ||||||||||
7 | Delegate Fee per day - Regular | £165.00 | £137.50 | 0 | £0 | 75 | £10,313 | €217.80 | ||||||||||
8 | Delegate Fee Full package (Free) | £0.00 | £0.00 | 87 | £0 | 87 | £0 | As of 9/7 = LOC (15) + Sponsors (46) + Keynoters (3) + Student bursaries (10) | €0.00 | |||||||||
9 | Delegate Fee per day (Free) | £0.00 | £0.00 | 0 | £0 | 15 | £0 | €0.00 | ||||||||||
10 | Student Delegate Fee Full package except party | £240.00 | £200.00 | 0 | £0 | 0 | £0 | €316.80 | ||||||||||
11 | Student Delegate Fee per day | £80.00 | £66.67 | 0 | £0 | 12 | £800 | €105.60 | ||||||||||
12 | Total delegates | 553 | 800 | €0.00 | ||||||||||||||
13 | €0.00 | |||||||||||||||||
14 | Workshops - Early Bird | £60.00 | £50.00 | 252 | £12,600 | 382 | £19,100 | Workshop days (184 single, 99 double) | €79.20 | |||||||||
15 | Workshops - Regular | £75.00 | £62.50 | £0 | €99.00 | |||||||||||||
16 | Hackathon | £0.00 | £0.00 | 30 | £0 | 50 | £0 | €0.00 | ||||||||||
17 | ||||||||||||||||||
18 | Hotel Rooms | £140.00 | £116.67 | 205 | £23,917 | 500 | £58,333 | |||||||||||
19 | University Rooms | £50.00 | £41.67 | 694 | £28,917 | 1,195 | £49,792 | |||||||||||
20 | ||||||||||||||||||
21 | Sponsorship | £137,950 | £137,950 | Always a possibility of a late one or two | ||||||||||||||
22 | Educational Sponsorship | £0 | £0 | Included in sponsorship | ||||||||||||||
23 | ||||||||||||||||||
24 | Wed Icebreaker Reception & Dinner | £35.00 | £29.17 | 92 | £2,683 | 140 | £4,083 | |||||||||||
25 | Gala night (outside of package) | £55.00 | £45.83 | 0 | £0 | 12 | £550 | |||||||||||
26 | Closing party | £30.00 | £25.00 | 41 | £1,025 | 75 | £1,875 | |||||||||||
27 | Total income | £335,658 | £463,925 | |||||||||||||||
28 | ||||||||||||||||||
29 | Expenditure | Cost | ||||||||||||||||
30 | ||||||||||||||||||
31 | Wed Icebreaker Dinner | £28.00 | 92 | £2,576 | 140 | £3,920 | Need to reduce spec and cut cost to max £20 for food and any entertainment plus include £8/head for drinks | |||||||||||
32 | Icebreaker Entertainmnet | £500 | £500 | £300 to Mike Parker plus travel and accommodation | ||||||||||||||
33 | Day Delegate Rate Thursday - Saturday | £57.00 | 1,573 | £89,661 | 2,110 | £120,270 | Total number of day delegates allowing for packages etc | |||||||||||
34 | Workshop catering | £12.00 | 252 | £3,024 | 382 | £4,584 | Coffee, water, coke and sandwiches | |||||||||||
35 | Hackathon catering | £12.00 | 30 | £360 | 50 | £600 | Coffe, water, coke and sandwiches | |||||||||||
36 | Thu Gala Dinner | £35.00 | 510 | £17,850 | 667 | £23,345 | Inc freebies | |||||||||||
37 | Gala entertainment | £4,000 | £4,000 | Nerds £2750 plus £400 travel and accom (2 people) Band £600? | ||||||||||||||
38 | Sat Closing Party | £25.00 | 41 | £1,025 | 75 | £1,875 | Say £20 food plus £5 drink - beer £591 plus vat | |||||||||||
39 | ||||||||||||||||||
40 | Hotel Rooms | £100.00 | 285 | £28,500 | 580 | £58,000 | Includes 80 hotel rooms for conference team spread over the week | |||||||||||
41 | University Rooms | £35.15 | 694 | £24,394 | 1,195 | £42,004 | ||||||||||||
42 | ||||||||||||||||||
43 | #GeoCamp Infrastructure | £22,000.00 | 1 | £22,000 | 1 | £15,250 | Field and Lawn, quote is 18.5k allow 3.5k for ins and contingency, increased to 25k to allow for extra electrics and furniture | |||||||||||
44 | Marquee Hire of equipment | £5,000 | Stage, tables and chairs 1400 Projector and screen & PA 3600 | |||||||||||||||
45 | Marquee Electrics | £2,500 | Electrics 1000 and heating 1500 | |||||||||||||||
46 | Hire University Lecture halls | £2,500 | £0 | Workshops? Included in the cost from deVere | ||||||||||||||
47 | WiFi upgrade | £5,000 | £5,000 | |||||||||||||||
48 | Extra AV costs | £3,000 | £3,000 | May 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 | ||||||||||||||
49 | Insurance | £2,500 | £3,581 | Hiscox 2666 Marquee 915 | ||||||||||||||
50 | Programme - Origination, Printing | £5,383 | £5,200 | Brochure design £2k, Print £4.00/delegate Inc lanyards | ||||||||||||||
51 | Travel & Subsistence (Conference Team) | £4,000 | £4,000 | |||||||||||||||
52 | Online Booking System | £2.95 | 548 | £1,617 | 575 | £1,696 | ||||||||||||
53 | Credit Card Charges | 3.50% | £6,920 | £11,409 | ||||||||||||||
54 | Delegate gifts | £4,258 | £6,160 | Allow £7/delegate plus 10% wastage | ||||||||||||||
55 | t-shirts | £5,400 | £5,400 | quote from firelabel | ||||||||||||||
56 | Signage | £2,000 | £2,000 | |||||||||||||||
57 | £0 | £0 | ||||||||||||||||
58 | Contingency | 5% | £11,453 | £16,095 | ||||||||||||||
59 | AGI Event Management Costs (5%) | 5% | £11,823 | £16,465 | ||||||||||||||
60 | Total Expenditure | £259,744 | £361,854 | |||||||||||||||
61 | ||||||||||||||||||
62 | Surplus | £75,915 | £102,071 | |||||||||||||||
63 | $122,222 | $164,334 | ||||||||||||||||
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