Wiki-Indaba-2013/Budget

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Budget breakdown

This is a budget breakdown page for Wiki Indaba 2013 conference. The following previous similar grants were referred to for comparison purposes:

  1. WMRS CEE Conference 2012. -- R 200,000.00
  2. WMIT-Chapters Conference. -- R 1,600,000.00

This section of the grant request lists all bills including line items in detail. For the approved budget version of this project see the following page:

Wiki-Indaba-2013 Approved Budget breakdown

Bill No. 1 - Preliminaries and General

Qty Rate Total (Rand) Total (US Dollars) Notes
1.1 Postage 1 1,000.00 1,000.00 98.14
1.2 Telcom costs @ R350 per month per organiser for three months. 5 1,050.00 5,250.00 515.21 [1]
1.3 Printed T-shirts, for the conference participants (incl Volunteers) 75 100.00 5,000.00 490.68
1.4 Event badges 75 100.00 7,500.00 736.02
1.5 Press Kits 5 200.00 1,000.00 98.14 [2]
1.6 Incidental costs & contingencies 1 10,000.00 10,000.00 981.35
1.7 Project Management 3 10,000.00 30,000.00 2,944.06 [3]
TOTAL BILL Number 1 59,750.00 5,863.59
  1. From previous experience, organising previous events included some considerable phone calls
  2. Actual information kits for press attending the event.
  3. Project management costs for project leads. From past experience project leads will be required to solicit sponsorship of venues and other negotiations that must occur during their normal working hours. We estimate atleast 10 days per project lead of time taken off. Rate based on average PM daily rate of R1,000.00 per day

Bill No. 2: Local Organising Team Setup

Qty Rate Total (Rand) Total (US Dollars) Notes
2.1.1 Flights 5 2,500.00 12,500.00 1,226.69
2.1.2 Accommodation + breakfast: (@ R900.00/night per person for 7 days) 5 4,500.00 22,500.00 2,208.05
2.1.3 Meals (Lunch and Dinner) for Pre-Conference days (3days): (@ R200.00 per person for 3 days) 5 600.00 3,000.00 294.41
2.1.4 Transportation (2 x Hired cars for 7 days @ R500 per day) 1 7,000.00 7,000.00 686.95 [1]
2.2 Technical Equipment and Office Amenities
2.2.1 Laptops and cabling 1 5,000.00 5,000.00 490.68
2.2.2 Wifi wireless network connection (Dedicated for Conference) 1 7,000.00 7,000.00 686.95
2.2.3 Printer 1 1,000.00 1,000.00 98.14 [2]
2.3 Venue for LOC to coordinate project on the week of event
2.3.1 1 x Boardroom @ R1,250 per day for 7 days. 7 1,250.00 8,750.00 858.68
2.4 Miscellaneous
24.1 Photographer for group photos 1 6,000.00 6,000.00 588.81
2.4.2 Stationery (Paper, pens, staples... etc) 1 1,000.00 1,000.00 98.14 [3]
TOTAL BILL Number 2 73,750.00 7,237.49
  1. Average cost for economy tickets between Johannesburg and Cape Town.
  2. Rented for 5 days
  3. office amenities intended for the organizers.

Bill No. 3: Conference Days

Qty Rate Total (Rand) Total (US Dollars) Notes
3.1 Venue and Conference rooms: for three days.
3.1.1 3 x Track conference rooms @ R500 per room per day 3 1,500.00 4,500.00 441.61 [1]
3.1.2 Flipchart table 3 1,000.00 3,000.00 294.41
3.2 Catering
3.2.1 1 x Coffee station for 4 days @ R1500 per day. 4 1,500.00 7,500.00 736.02
3.2.2 Lunch for 4 days (@ R75 per person) 75 300.00 22,500.00 2,208.66
3.2.2 Dinner for 3 days @ R120 per person (as one night is wiki night out) 75 360.00 27,000.00 2,649.66
3.3 Amenities
3.3.1 Water and sweets per room: three conference rooms for 3 days. 9 250.00 2,250.00 220.80
TOTAL BILL Number 3 66,750.00 6,550.54
  1. We are negotiating this item with the possible host hotel to offer special discount

Bill No. 4: Social Events

Qty Rate Total (Rand) Total (US Dollars) Notes
4.1 Wiki Takes: Johanesburg Heritage and Joburgpedia tour
4.1.1 Tickets 25 50.00 1,250.00 122.67 [1]
4.1.2 Transport to and from conference venue (15 seater Mini-Buses) 2 2,500.00 5,000.00 490.68
4.2 Wiki Night out: Event
4.2.1 group Buffet 75 150.00 11,250.00 1,104.02
4.2.2 1 Drink per person 75 20.00 1,500.00 147.20
4.2.3 Transport to and from conference venue (15 seater Mini-Buses) 5 2000.00 10,000.00 981.35
TOTAL BILL Number 4 29,000.00 2,845.93
  1. We are currently negotiating with Johannesburg Heritage Foundation to sponsor this item

Bill No. 5: Travel Scholarships

Qty Rate Total (Rand) Total (US Dollars) Notes
5.1 International Scholarships: (50 Total, ideally 25 countries )
5.1.1 Flights (Average) 50 6,000.00 300,000.00 29,440.63 [1]
5.1.2 Visa Assistance (Countries that require Visa) 1 5,000.00 5,000.00 490.68
5.1.3 Accomodation + breakfast: (@ R900.00/night per person for 4 nights) 50 3,600.00 180,000.00 17,664.38
5.1.4 Transportation (@ R250 per person for 4 days) 50 250.00 12,500.00 1,226.69 [2]
5.2 Local Scholarships: (Total of 9, 1 from each province)
5.2.1 Flights (Average cost) 9 2,500.00 22,500.00 2,208.05
5.2.2 Accomodation + breakfast: (@ R900.00/night per person for 4 nights) 9 3,600.00 32,400.00 3,179.59
5.2.3 Transportation (@ R250 per person for 4 days) 9 250.00 2,250.00 220.80 [3]
5.3 Keynote speakers: (Ideally 2, from WMF & WCA respectively)
5.3.1.1 Flights (San Francisco return flight) 1 15,000.00 15,000.00 1,472.03
5.3.1.2 Flights (London return flight) 1 10,000.00 10,000.00 981.35
5.3.2 Accommodation + breakfast: (4 days @ R900.00/night) 2 3,600.00 7,200.00 706.58
5.4 Travel Agency company:
5.4.1 Arranging and booking of flights 1 20,000.00 20,000.00 1,962.71 [4]
TOTAL BILL Number 5 606,850.00 59,553.48
  1. Average flight cost for anticipated longest flight Dakar to JHB
  2. Average cost for economy tickets between Johannesburg and Cape Town.
  3. Average cost for economy tickets between Johannesburg and Cape Town.
  4. This item is being negotiated with a potential travel agency

Bill No. 6: Chapter Awards

Qty Rate Total (Rand) Total (US Dollars) Notes
4.1 Best New chapter Award: Rotating Trophy + Thank You Gift pack 1 2,500.00 2,500.00 245.34
4.2 Most Active Chapter Award: Rotating Trophy + Thank You Gift pack 1 2,500.00 2,500.00 245.34
4.3 GLAM Award: Rotating Trophy + Thank You Gift pack 1 2,500.00 2,500.00 245.34
TOTAL BILL Number 6 7,500.00 736.02


This is a proposal. We are discussing with a potential sponsor.

Bills Subtotals

PROJECT BILL OF QUANTITIES PRICE SUMMARY PAGE Total in Rands (ZAR) Total in Dollars (USD)
1 BILL NO. 1: PRELIMINARY & GENERAL R 59,750.00 $ 5,863.59
2 BILL NO. 2: LOC SET UP R 73,750.00 $ 7,237.49
3 BILL NO. 3: CONFERENCE DAYS R 66,750.00 $ 6,550.54
4 BILL NO. 4: SOCIAL EVENTS R 29,000.00 $ 2,845.93
5 BILL NO. 5: TRAVEL SCHOLARSHIPS R 606,850.00 $ 59,553.48
6 BILL NO. 6: CHAPTER AWARDS R 7,500.00 $ 736.02
7 SUBTOTAL R 843,600.00 $ 82,787.05
8 VAT (14%) R 118,104.00 $ 11,590.19
9 TOTAL BUDGET PRICE R 961,704.00 $ 94,377.23
  • Above dollar totals were calculated at an exchange rate of R8.197. Recent exchange rate to be applied on total value in Rands of this budget.

Summary

Total project budget
R 1,195,575.00 ; R 961,704.00 (Cut down by R 233,871.00)
Total amount requested
R 1,195,575.00 ; R 961,704.00
Are there additional sources of revenue that will fund any part of this project? List them here.
"No"

Non-financial requirements

None

Resources

For more information on project team members and the local organizing committee, visit our external page.

Partners

The following Organizations have expressed interest in helping us undertake this project:

Premier Hotel.
Johannesburg Heritage Foundation.
City of Johannesburg.
Wiki Africa.
Open Society Foundation.
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