osgeo-foss4g-eu-2018-guimaraes-conference-budget.ods
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Free and Open Source Software for Geospatial
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FOSS4G-EU, Guimarães, 2018
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Yellow cells are constants and can be altered to explore budget options. White cells are calculated and should generally be left alone.
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Fill in your expected pricing, attendance and expenses. You are not required to use all the expense categories, but be aware that unexpected expenses are common, and plan appropriately.
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The numbers in the template are adapted from the 2007 budget, but should not be considered accurate or applicable to your locale -- every circumstance and location is different.
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As far as possible, when pricing expenses, get quotes from real vendors. Your budget is only as good as you make it.
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SUMMARY
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Total Revenue65 300,00 €80 400,00 €95 500,00 €
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Total Expenses64 836,45 €76 368,60 €89 475,75 €
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Surplus/Loss463,55 €4 031,40 €6 024,25 €
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Surplus/Loss per Attendee1,72 €11,20 €13,39 €
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Attending300400500
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Paying270360450
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REVENUE
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100,00%
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Early Bird Registration
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Conference and Workshop0,25150,00 €11 250,00 €15 000,00 €18 750,00 €
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Conference0,30100,00 €9 000,00 €12 000,00 €15 000,00 €
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Daily Rate0,0350,00 €450,00 €600,00 €750,00 €
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Student Rate0,0560,00 €900,00 €1 200,00 €1 500,00 €
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After Early Bird Registration
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Conference and Workshop0,05250,00 €3 750,00 €5 000,00 €6 250,00 €
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Conference0,15200,00 €9 000,00 €12 000,00 €15 000,00 €
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Daily Rate0,0275,00 €450,00 €600,00 €750,00 €
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Student Rate0,05100,00 €1 500,00 €2 000,00 €2 500,00 €
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Complimentary0,100,00 €0,00 €0,00 €0,00 €
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OPTIONAL TICKETS
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Dinner Reception0,5060,00 €9 000,00 €12 000,00 €15 000,00 €
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Registration Total45 300,00 €60 400,00 €75 500,00 €
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Estimated Sponsorship15 000,00 €15 000,00 €15 000,00 €
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Exhibitors (included in sponsorship)5 000,00 €5 000,00 €5 000,00 €
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Total Revenue 65 300,00 €80 400,00 €95 500,00 €
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EXPENSES
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Administration/Office Expenses
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Long distance, office supplies0,00 €0,00 €0,00 €
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Photocopies 500,00 €500,00 €500,00 €
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Bank & credit card fees (Visa & MC)0,03 €1 359,00 €1 812,00 €2 265,00 €
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Postage and courier500,00 €500,00 €500,00 €
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Total Office Expenses2 359,00 €2 812,00 €3 265,00 €
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Marketing Expenses
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Logo and electronic stationery1 000,00 €1 000,00 €1 000,00 €
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Postcard mail-out0,00 €0,50 €0,00 €0,00 €0,00 €
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Postage and labels0,50 €0,00 €0,00 €0,00 €
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Final On-site Program (design and print)2,50 €750,00 €1 000,00 €1 250,00 €
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Web Site1 500,00 €1 500,00 €1 500,00 €
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Social media0,00 €0,00 €0,00 €0,00 €
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Participants List (name, company and country, alpha order)
0,00 €0,00 €0,00 €0,00 €
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Purchasing Marketing Lists and Web Placements0,00 €0,00 €0,00 €
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Total Marketing3 250,00 €3 500,00 €3 750,00 €
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Committee and Speaker Costs
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Invited Speaker Costs21 500,00 €3 000,00 €3 000,00 €3 000,00 €
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Conference Calls0100,00 €0,00 €0,00 €0,00 €
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Local Committee Expenses1 000,00 €1 000,00 €2 500,00 €
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Total Committee and Speaker Costs4 000,00 €4 000,00 €5 500,00 €
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On-Site Expenses
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Meeting room rental10 000,00 €10 000,00 €10 000,00 €
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Insurance500,00 €500,00 €500,00 €
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Security, housekeeping, electrical & telephones1 500,00 €1 500,00 €1 500,00 €
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Workshop computers and equipment12150,00 €1 800,00 €1 800,00 €1 800,00 €
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Internet (WIFI)3 000,00 €3 000,00 €3 000,00 €
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Volunteer appreciation1 500,00 €1 500,00 €1 500,00 €
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Audio visual equipment & labour1 500,00 €1 500,00 €1 500,00 €
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Signage1 000,00 €1 000,00 €1 000,00 €
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Display services for exhibition (booths, drape, power, internet)
1050,00 €500,00 €500,00 €500,00 €
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Delegate bags5,00 €1 350,00 €1 800,00 €2 250,00 €
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Delegate t-shirts5,00 €1 350,00 €1 800,00 €2 250,00 €
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Registration badges & tickets2,00 €540,00 €720,00 €900,00 €
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Power (per workshop computer)00,00 €0,00 €0,00 €0,00 €
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Total on-site Expenses24 540,00 €25 620,00 €26 700,00 €
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Food & Beverage/Events (includes gratuities)
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Morning coffee and snacks33,50 €3 150,00 €4 200,00 €5 250,00 €
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Coffee breaks (mid am & pm) 63,50 €6 300,00 €8 400,00 €10 500,00 €
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Ice break Reception (Wine and snacks)5,00 €750,00 €1 000,00 €1 250,00 €
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Dinner Reception 56,00 €8 400,00 €11 200,00 €14 000,00 €
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Standing Lunch38,00 €7 200,00 €9 600,00 €12 000,00 €
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Coffee and Lunch (workshops)115,00 €1 800,00 €2 400,00 €3 000,00 €
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Coffee and Lunch (code sprint)120,00 €1 200,00 €1 600,00 €2 000,00 €
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Food & Beverage/Events Total27 600,00 €36 800,00 €46 000,00 €
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Meeting Organizer Fee
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