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ItemInitial estimate, AIM unconference onlyInitial 2025 estimate, low:
Initial 2025 estimate, high:Initial best guess estimateUpdated estimate (23 Apr 2025)2025 ActualDifference between 23 Apr estimate and ActualNotes
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FURNITURE£0.00£0.00£0.00£0.00£0.00£360.00-£360.0050 hired chairs for unconference
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CATERING£750.00£1,700.00£2,425.00£2,063.00£3,300.00£6,218.35-£2,918.35Meals and snacks across three days (Fri-Sun)
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AV£700.00£2,550.00£3,850.00£3,150.00£1,850.00£1,745.59£104.41Zone3 Media did recording and editing of talks
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ACCOMMODATION/TRAVEL£5,700.00£7,328.00£12,700.00£9,130.00£3,700.00£5,232.65-£1,532.65Photographer travel from the US to the UK
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CONTRACTORS£1,740.00£6,340.00£6,520.00£6,430.00£6,450.00£6,500.00-£50.00Alistair (lead organiser) working initially one then four days a week from Jan to May 2025
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PRINT MATERIALS£300.00£350.00£550.00£475.00£500.00£595.92-£95.92Banners, stickers, flyers, business cards
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VOLUNTEER T-SHIRTS£0.00£0.00£0.00£0.00£0.00£630.00-£630.0031 volunteer t-shirts printed
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NAMETAGS£120.00£150.00£200.00£175.00£200.00£1,032.00-£832.00For AIADM attendees
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INVENTORY£375.00£450.00£600.00£525.00£750.00£857.01-£107.01
Stationery and other workshop materials, quiet room furniture, adapters, clickers, first aid kit etc.
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OTHER£800.00£900.00£1,100.00£1,000.00£1,000.00£93.67£906.33Miscellaneous
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VENUE£0.00£1,000.00£3,500.00£2,250.00£2,759.50£3,419.50-£660.00Hired UCL venue for Friday conference; AIM was free
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Subtotal before contingency£10,485.00£19,768.00£27,945.00£22,948.00£20,509.50
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Contingency (15%)£1,572.75£2,965.20£4,191.75£3,442.20£3,076.43
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OVERSPEND vs April estimate ⬇️
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TOTAL £ EXPENSES£12,057.75£22,733.20£32,136.75£26,390.20£23,585.93£26,684.69£3,098.77
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TOTAL $ EXPENSES$16,519.30$31,144.82$44,027.83$36,154.97$32,313.07$36,558.43$4,245.35
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TOTAL £ REVENUE£18,438.04£23,478.04£26,838.04£25,573.04£26,838.04£25,757.56
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TOTAL $ REVENUE$25,084.95$31,941.87$36,513.15$34,792.12$36,513.15$35,043.16
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GAP ££6,380.29£744.84-£5,298.71-£817.16£3,252.11-£927.13We spent about £900 ($1.3k) more than we had / took in
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GAP $$8,741.09$1,020.44-$7,259.32-$1,119.52$4,455.44-$1,270.19
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