GIJC21 Budget Template
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GIJC21 Budget Template
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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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Member Organization: Date:
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Proposed Location and Venue/s:Exchange Rate:
(1 Foreign Curr= x USD)
Date of Exchange Rate Used:
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1. Venues (please note if building/setting up expenses are required)Unit (days)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Pre-conference workshops10.000.00
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Welcome Reception - Night10.000.00
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Conference venues, at least 10 simultaneous sessions, data rooms - 3 full days, 1 half day3.50.000.00
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Keynote/Awards/Dinner venue - Night10.000.00
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Subtotal Venues0.00
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2. CateringUnit (person)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Welcome Reception (including beverages)6000.000.00
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Coffee Breaks for 1,000 pax (morning, afternoon, for 3.5 days)7,0000.000.00
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Lunch (1,000 pax, for 4 days)4,0000.000.00
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Dinner (Keynote, Awards)(including beverages)1,0000.000.00
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Subtotal Catering0.00
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3. TransportationUnit (item)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Airport Shuttles, arrivals and departures, for 1,000 pax2,0000.000.00
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Airport greeting booth, for 2 days20.000.00
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Ground Transportation, from hotels to venues, across different venues0.000.00
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Subtotal Transportation0.00
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4. Speakers Logistics -- Estimated at 55 speakersUnit (person)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Airfare (return ticket)550.000.00
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Accommodation, cost per night (estimated at 4 nights per person)2200.000.00
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Others, contingency550.000.00
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Subtotal Speakers Logistics0.00
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5. A/V and TechnologyUnit (day)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Wifi for 3.5 conference days3.50.000.00
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Projectors, computers, microphones, etc. for 3.5 conference days for 10 simultaneous sessions3.50.000.00
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Registration & Badges System (for 3 days)30.000.00
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Subtotal A/V and Technology0.00
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6. ExtrasUnit (item)Unit Cost
[Foreign Curr.]
Unit Cost [USD]Total Cost [USD]
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Gift bags: bag, notepad, pen, printed program10000.000.00
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Banners: for airport, registration, plenary room, other40.000.00
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Entertainment for Welcome Reception (including necessary equipment)10.000.00
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Entertainment for Awards/Keynote Dinner (including necessary equipment)10.000.00
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Security, Medical Emergency Aid, for 4 days40.000.00
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Additional Contractors / Volunteers 0.000.00
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Add other items if required0.000.00
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Add other items if required0.000.00
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Add other items if required0.000.00
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Subtotal Extras0.00
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Total Conference Budget Items0.00
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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
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HotelUnitUnit Cost
[Foreign Curr.]
Unit Cost [USD]
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Hotel 1 --- Single RoomPer night0.00
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Hotel 2 --- Single RoomPer night0.00
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Hotel 3 --- Single RoomPer night0.00
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