GIJC Budget Template

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1	GIJC Budget Template
2	Here is a guide to creating a budget for the conference. You are welcome to adapt this as needed. Have questions? Contact us at secretariat@gijn.org.
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4	Member Organization:	Date:
5	Proposed Location and Venue/s:	Exchange Rate: (1 Foreign Curr= x USD)		Date of Exchange Rate Used:
6	Proposed Dates	Estimated Registrations:		Venue Capacity:
7		Estimated Speakers:		Estimated Fellows:
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9	1. Venues (please note if building/setting up expenses are required)	Unit (days)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
10	Pre-conference workshops	1		0.00	0.00
11	Welcome Reception - Night	1		0.00	0.00
12	Conference venues, at least 10 simultaneous sessions, data rooms - 3 full days, 1 half day	3.5		0.00	0.00
13	Keynote/Awards/Dinner venue - Night	1		0.00	0.00
14	Subtotal Venues				0.00
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16	2. Catering	Unit (person)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
17	Welcome Reception (including beverages)	0		0.00	0.00
18	Coffee Breaks (morning, afternoon, for 3.5 days)	0		0.00	0.00
19	Lunch (for 4 days)	0		0.00	0.00
20	Dinner (Keynote, Awards)(including beverages)	0		0.00	0.00
21	Subtotal Catering				0.00
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23	3. Transportation	Unit (item)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
24	Airport Shuttles, arrivals and departures	0		0.00	0.00
25	Airport greeting booth, for 2 days	0		0.00	0.00
26	Ground Transportation, from hotels to venues, across different venues			0.00	0.00
27	Subtotal Transportation				0.00
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29	4. Speakers Logistics -- Estimated at x speakers	Unit (person)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
30	Airfare (return ticket)			0.00	0.00
31	Accommodation, cost per night (estimated at 4 nights per person)	0		0.00	0.00
32	Travel insurance, contingency			0.00	0.00
33	Subtotal Speakers Logistics				0.00
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35	5. Fellowships (travel grants for attendees)	Unit (person)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
36	Airfare (return ticket)				0.00
37	Accommodation, cost per night (estimated at 4 nights per person)	0			0.00
38	Travel insurance, contingency				0.00
39	Subtotal Fellowships				0.00
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41	5. A/V and Technology	Unit (day)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
42	Wifi for 3.5 conference days	3.5		0.00	0.00
43	Projectors, computers, microphones, etc. for 3.5 conference days for 10 simultaneous sessions	3.5		0.00	0.00
44	Registration & Badges System (for 3 days)	3		0.00	0.00
45	Subtotal A/V and Technology				0.00
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47	6. Extras	Unit (item)	Unit Cost [Foreign Curr.]	Unit Cost [USD]	Total Cost [USD]
48	Gift bags: bag, notepad, pen			0.00	0.00
49	Conference App	1		0.00	0.00
50	Banners and signage: for airport, registration, plenary room, other	4		0.00	0.00
51	Entertainment for Welcome Reception (including necessary equipment)	1		0.00	0.00
52	Entertainment for Awards/Keynote Dinner (including necessary equipment)	1		0.00	0.00
53	Security, Medical Emergency Aid, for 3.5 days	3.5		0.00	0.00
54	Equipment rental	1		0.00	0.00
55	Staff Logistics	1		0.00	0.00
56	Additional Contractors / Volunteers			0.00	0.00
57	Add other items if required			0.00	0.00
58	Add other items if required			0.00	0.00
59	Add other items if required			0.00	0.00
60	Subtotal Extras				0.00
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62	Total Conference Budget Items				0.00
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67	Accommodation Not a budget item itself, but it's useful to already identify a number of suitable hotels, close to the venues, if possible, and specify price range
68	Hotel	Unit	Unit Cost [Foreign Curr.]	Unit Cost [USD]
69	Hotel 1 --- Single Room	Per night		0.00
70	Hotel 2 --- Single Room	Per night		0.00
71	Hotel 3 --- Single Room	Per night		0.00
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