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1 | DurHack 2019 – Cost Overview | |||||
2 | ||||||
3 | All prices are net, i.e. exclusive of VAT (if applicable). | |||||
4 | This budget is merely an overview of approximate costs for DurHack 2019 and is not necessarily representative of actual expenditure. | |||||
5 | ||||||
6 | The total (approximate) cost of running DurHack 2019 was: | £20,300.02 | ||||
7 | ||||||
8 | Category | Item | # Units | Cost Per Unit (net) | Total Cost | Comments |
9 | ||||||
10 | Total | Venue (Total) | £420.00 | Department of Earth Sciences (for hacking) + Calman Learning Centre (for presentations + some meals) | ||
11 | Venue | Housekeeping | 1 | £110.00 | £110.00 | |
12 | Venue | GSA Support | 1 | £30.00 | £30.00 | The university will ensure the rooms are in the correct format for teaching on the Monday after DurHack |
13 | Venue | Reception Cover | 1 | £280.00 | £280.00 | |
14 | ||||||
15 | Total | Food (Total) | £7,343.44 | To feed people | ||
16 | Food | Saturday Breakfast | 1 | £66.25 | £66.25 | For staff and sponsors |
17 | Food | Saturday Lunch | 242 | £7.61 | £1,841.62 | For everyone |
18 | Food | Saturday Supper | 220 | £6.63 | £1,458.60 | For everyone |
19 | Food | Midnight Pizza | 161 | £6.10 | £982.10 | |
20 | Food | Sunday Breakfast | 1 | £350.00 | £350.00 | "Unlimited" pancakes for everyone |
21 | Food | Sunday Lunch | 185 | £7.00 | £1,295.00 | For everyone |
22 | Food | Water Cooler Hire | 2 | £15.00 | £30.00 | This cost is only for hiring the water coolers themselves |
23 | Food | Water (18.9l bottles) | 45 | £6.00 | £270.00 | These 18.9 litre bottles are for the water coolers |
24 | Food | Water Boiler | 1 | £60.00 | £60.00 | For providing boiling water (kettles are a bad idea). Useful for future years and other Society events |
25 | Food | Snacks and Drinks | 1 | £989.87 | £989.87 | |
26 | ||||||
27 | Total | Stash 'n' Swag (Total) | £4,057.84 | All the cool freebies we handed out | ||
28 | Stash 'n' Swag | Attendee T-shirts | 253 | £6.50 | £1,644.50 | This includes some rush fees due to last minute changes |
29 | Stash 'n' Swag | Stickers | 1 | £291.01 | £291.01 | |
30 | Stash 'n' Swag | Tote Bags | 250 | £1.06 | £265.00 | |
31 | Stash 'n' Swag | Lanyards | 75 | £0.40 | £30.00 | For staff, sponsors and for those who don't want to be photographed |
32 | Stash 'n' Swag | Paper Wristbands | 180 | £0.08 | £14.40 | |
33 | Stash 'n' Swag | Sticky Phone Wallets | 100 | £1.85 | £185.00 | |
34 | Stash 'n' Swag | Americano Mugs | 105 | £2.88 | £302.40 | For hackers who opted to submit their CV |
35 | Stash 'n' Swag | Water Bottles | 173 | £2.36 | £408.28 | Reusable bottles which people can fill from the water coolers |
36 | Stash 'n' Swag | Metal Straws | 160 | £2.07 | £331.20 | |
37 | Stash 'n' Swag | Branded Paper Cups | 1,000 | £0.43 | £430.00 | 1,000 was the minimum order size – but we gave all the spares to one of the university cafés (free advertising for us) |
38 | Stash 'n' Swag | Notepads | 100 | £0.77 | £77.00 | |
39 | Stash 'n' Swag | Inflatable Mattresses | 15 | £5.27 | £79.05 | To put in the break/relaxation room overnight |
40 | ||||||
41 | Total | Prizes (Total) | £1,360.00 | Prizes for hackers | ||
42 | Prizes | First Place | 5 | £141.00 | £705.00 | |
43 | Prizes | Runner-Up | 5 | £49.00 | £245.00 | |
44 | Prizes | Spontaneous Spot Prizes | 2 | £25.00 | £50.00 | Prizes to give out on random occassions to individuals who deserve them. |
45 | Prizes | Funniest Hack Award | 5 | £22.00 | £110.00 | |
46 | Prizes | Hackiest Hack Award | 5 | £25.00 | £125.00 | |
47 | Prizes | Community Prize | 5 | £25.00 | £125.00 | |
48 | ||||||
49 | Total | Advertising (Total) | £581.00 | Ways of advertising DurHack to people | ||
50 | Advertising | Roller Banners | 11 | £23.00 | £253.00 | General DurHack banners, and activity banners (e.g. "chill zone", "water station" etc.) |
51 | Advertising | Organiser Recruitment Flyers | 300 | £0.14 | £42.00 | |
52 | Advertising | Welcome Brochures | 200 | £0.30 | £60.00 | |
53 | Advertising | Posters | 200 | £0.23 | £46.00 | A4 posters to display around the uni and send to other universities |
54 | Advertising | Photo Backdrop | 1 | £180.00 | £180.00 | 3x2m printed backdrop with repeating DurHack logo for people to take photos against |
55 | ||||||
56 | Total | Web Tools (Total) | £80.49 | Web tools and services we used | ||
57 | Web Tools | Typeform "Essentials" Plan | 3 | £23.33 | £69.99 | Paid version of Typeform to remove the 100 responses per month limit for 3 months |
58 | Web Tools | durhack.com Domain Renewal | 1 | £10.50 | £10.50 | |
59 | ||||||
60 | Total | Staff Costs (Total) | £1,547.93 | Costs incurred for organisers and volunteers – it's important to show appreciation for staff | ||
61 | Staff Costs | Staff Thanks Meal | 14 | £23.00 | £322.00 | To thank organisers and volunteers for all their hard work |
62 | Staff Costs | Staff T-shirts | 46 | £8.88 | £408.48 | More expensive than hacker T-shirts because of the smaller order size. Two per staff member |
63 | Staff Costs | Organiser Hoodies | 13 | £19.30 | £250.90 | |
64 | Staff Costs | First Aid Training | 2 | £135.00 | £270.00 | First aid training for two of our organisers |
65 | Staff Costs | Meeting Refreshments (Total) | 1 | £107.55 | £107.55 | Snacks and biscuits etc for staff meetings over the year |
66 | Staff Costs | Staff Training Meeting Refreshments | 20 | £9.45 | £189.00 | Hot supper for volunteers and organisers who came to compulsory staff training before DurHack |
67 | ||||||
68 | Total | On the Day (Total) | £1,196.63 | Recording the event and activites / costs that aren't covered by other categories | ||
69 | On the Day | Photographer | 1 | £300.00 | £300.00 | |
70 | On the Day | Videographer | 1 | £300.00 | £300.00 | |
71 | On the Day | Graphical Recorder | 1 | £300.00 | £300.00 | |
72 | On the Day | Walkie-Talkie Hire | 20 | £6.50 | £130.00 | Hire 20 radios for the weekend, and chargers |
73 | On the Day | Coach to Durham Train Station | 1 | £150.00 | £150.00 | We ran a coach from the venue to Durham train station after the event for everyone who needed to catch a train home |
74 | On the Day | First Aid Kit | 1 | £16.63 | £16.63 | |
75 | ||||||
76 | Total | Tech & Chill Zone (Total) | £1,468.57 | Cool tech to make use of at the event | ||
77 | Tech & Chill Zone | Soft Flooring | 32 | £3.45 | £110.40 | Soft floor tiles for the chill zone |
78 | Tech & Chill Zone | Gazebos | 2 | £28.60 | £57.20 | |
79 | Tech & Chill Zone | Fairy Lights | 2 | £9.16 | £18.32 | |
80 | Tech & Chill Zone | Charging Cables (Various) | 12 | £6.66 | £79.92 | USB-C to USB, microUSB to USB, Lightning to USB, etc |
81 | Tech & Chill Zone | Power Brick Extension Leads | 2 | £12.18 | £24.36 | |
82 | Tech & Chill Zone | Inflatable Palm Trees | 2 | £10.00 | £20.00 | |
83 | Tech & Chill Zone | Bean Bags | 6 | £18.33 | £109.98 | |
84 | Tech & Chill Zone | TVs | 4 | £240.85 | £963.40 | 50" 4K HDR TVs. Will belong to the Computing Society after DurHack for other events |
85 | Tech & Chill Zone | HDMI Cables | 4 | £2.83 | £11.32 | |
86 | Tech & Chill Zone | Electric Air Pumps | 3 | £9.24 | £27.73 | Useful for inflating inflatable mattresses |
87 | Tech & Chill Zone | AA Batteries | 28 | £0.51 | £14.28 | 28 individual AA batteries in total |
88 | Tech & Chill Zone | Printer | 1 | £31.66 | £31.66 | Super useful to have a printer in the organiser zone |
89 | ||||||
90 | Total | Travel Reimbursements (Total) | £1,774.12 | Travel reimbursements for hackers and staff coming from outside Durham | ||
91 | Travel Reimbursements | Reimbursements | 1 | £1,774.12 | £1,774.12 | We budgeted for 50 people to claim up to £50 each. This figure is the total amount we spent on reimbursements, for 48 people. |
92 | ||||||
93 | Total | Emergency / Misc (Total) | £470.00 | For emergencies / uncategorised spending on the day / other | ||
94 | Emergency / Misc | Waterproof Ponchos | 200 | £0.75 | £150.00 | The weather forecast for DurHack was rain! We bought these a couple of days before DurHack and they proved to be very useful |
95 | Emergency / Misc | Event Cancellation Insurance | 1 | £70.00 | £70.00 | Covers us in case we have to cancel and reimburse sponsors after we've already spent some or all of our money |
96 | Emergency / Misc | Misc | 1 | £250.00 | £250.00 | Extra uncategorised bits and bobs for on the day spending, e.g. extra snacks, Blu-Tack, postage costs for left belongings, etc. |
97 | ||||||