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ItemQtyRate
Total USD Estimate
Remarks
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Budget 1 : Core Organizing Committee (3) Travel and Accommodation
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1.1Accommodation, November '24 or January '25 3 people x 4 nights$105 per night$1,260.00
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1.2Airfare to/from Mexico City3 peopleAvg RT $950$2,850.00
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1.3Meals3 people/4 days$10-$20/day$300.00Meals during travel and pre-conference day
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1.4Travel Insurance3 people$100/person$300.00
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1.5Visa/Paperwork1 person1$35.00approximate TBD
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Subtotal$4,745.00
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Budget 2 : 35 Full Scholarships / Grants (distributed by region)
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2.1Accommodation, November '24 or January '25 35 people x 4 nights
$105 per night double occupancy
$7,500.00Could be waived if catering with Hotel Barcelo (Double occupancy)
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2.2Airfare to/from Mexico City35 people$200-$1500$42,000.00Could be less depending on origin of location
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2.5Visa12 (estimate)$35/person$450.00approximate TBD
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Subtotal$49,950.00
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Budget 3 : Partial Scholarships / Grants
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3.1Travel 20$50-$600$12,000.00Airfare, Visa, Train, or Bus
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3.2Accommodations20 people
4 nights for $105/night double occupancy
$4,200.00Double occupancy
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Subtotal$16,200.00
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Budget 4 : Meetup Days
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4.1El Colegio de México (COLMEX) or Hotel Barcelo3 daysNo cost$0.00Hotel Barcelo may cover room charges with catering deal (TBD)
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4.2Catering
Lunch and Dinner for 80 people
$15/meal for 80$1,200.00
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4.3Snacks/Coffee/Tea/Drinks3 days$1,200.00
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4.4Social Event/Top off Gathering$10/person$2,000.00Gathering at El Colegio with food / dance / music
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4.41Tchotchkes/Giveaway120$4/person$500.00
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4.5Childcare and/or Translation Services$500.00Cover childcare expenses upon request
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4.6Keynote/Invited Speakers2$3,131.70$3,500.00Travel expenses, accommodations, fee
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Subtotal$8,900.00
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Total$79,795.00
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Contingency
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5.110% Contingency of total budget $7,979.50
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Subtotal$7,979.50
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6.1Core Organizing Committee$4,745.00
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6.235 Full Scholarships$49,950.00
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6.3Partial Scholarships$16,200.00
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6.4Meetup Days$8,900.00
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6.510% Contingency$7,979.50
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6.6Total Budget $87,774.50
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