Wiki-Indaba-2013

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Contents

Budget breakdown

Please note that the budget breakdown will be in Serbian dinar (RSD) for exact calculation, US dollar and EUR value only for comparison purpose.
Rate: 1 USD ~ 91 RSD; 1 EUR ~ 114 RSD

Preparation & Fundraising

A No Preparation and fund raising Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Communication cost (cellular and fax) 2 persons 3 months 2,000.00 6,000.00 65.93 52.363 covered by WMRS
2 Print and papers 3 months 1,000.00 3,000.00 32.97 26.32 covered by WMRS
Subtotal RSD 9,000.00 USD 98.90 EUR 78.95

Crew's training

B No Crew's training Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Auditorium rent cost (beginners training and advanced training) 2 auditorium 2 days 20,000.00 40,000.00 439.56 350.88 covered by Dom Omladine
2 Trainer meals and transportation 2 persons 2 days 2,000.00 4,000.00 43.96 35.09 covered by WMRS
3 Snackes & refreshments (beginners and advance training) 10 persons 2 day 2,000.00 4,000.00 43.96 35.09 covered by WMRS
4 Papers 12 persons 2 days 1,000.00 2,000.00 21.98 17.54 covered by WMRS
Subtotal RSD 50,000.00 USD 549.45 EUR 438.60

Accommodation, meals and transportation for the organizers

C No Accommodation and meals Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Accommodation 1 apartment 4 days 7,980.00 31,920.00 350.77 280.00
2 Meals 4 persons 4 days 8,000.00 32,000.00 351.65 280.70
3 Transport for Home-Belgrade-Home 55,000.00 604.40 482.46 Budget for 4 persons (2 from Serbia and 2 from abroad) possible changes after the election of all the organizers
Subtotal RSD 118,920.00 USD 1,306.81 EUR 1,043.16

Note:

  • The organizers have to come a few days before the conference. Rent a hotel room for several people for several days is much more expensive than renting apartments. Also, in Hotel we do not have a work space. The apartments can be easier for organize our work. Here we present the price of accommodation and meals for days before Conference.

Meals for crew

D No Breakfast & Lunch Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Breakfast & Lunch 10 persons 2 days 700.00 14,000.00 153.85 122.81
Subtotal RSD 14,000.00 USD 153.85 EUR 122.81

Note:

  • Many volunteers and staff who will be in this Congress will come to work several hours before the arrival of other participants, and stay more after their departure. There is several people from Dom omladine (security, technical staff ...) and it would be good to give them a meal. Staff from the venue usually eaten at separately time of their choosing.

Accommodation for participants

E No Accommodation Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Hotel rooms 50 persons 3 nights 4,560.00 684,000.00 7,516.48 6,000.00
Subtotal RSD 684,000.00 USD 7,516.48 EUR 6,000.00

Note:

  • Here are shown the individual and the total cost of accommodating for 50 people, One night for one person is ~40€ (tax and breakfast included). This is only an optional number of participants that includes two delegates from thirty countries. The final number may be changed. In this total cost, probably is several people from chapters who can support their delegates.

Meals for participants

F No Meals for participants Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Lunch 55 persons 2 days 1,938.00 213,180.00 2,342.64 1,870.00
Subtotal RSD 213,180.00 USD 2,342.64 EUR 1,870.00

Snacks & refreshments

G No Snacks & refreshments Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Juice, water, coffee, snacks and plasticware during the break-time 65 persons 2 days 45,500.00 91,000.00 1,000.00 798.25
Subtotal RSD 91,000.00 USD 1,000.00 EUR 798.25

Technical equipment

H No Technical equipment Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Video projectors with projection screen 2 units 2 days 7,500.00 15,000.00 164.84 131.58 one by WMRS, two needed more
2 Laptop 2 units 2 days 5,000.00 10,000.00 109.89 87.72 one by WMRS, two needed more
3 Cables 4 units 1,200.00 4,800.00 52.75 42.11
4 Flipchart table 2 unis 10,000.00 20,000.00 219.78 175.44 one by WMRS, two needed more
Subtotal RSD 49,800.00 USD 547.25 EUR 436.84

Name tags

I No Name tags Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Name tags 65 persons 120.00 7,800.00 85.71 68.42
Subtotal RSD 7,800.00 USD 85.71 EUR 68.42

Program leaflets

J No Program leaflets Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Program leaflets 70 units 100.00 7,000.00 76.92 61.40
Subtotal RSD 7,000.00 USD 76.32 EUR 61.40

Venue

K No Venue Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Venue 1 venue 2 days 342,000.00 684,000.00 7,516.48 6,000.00 covered by Dom Omladine
2 Technical support 3 persons 2 days 51,300.00 563.74 450.00 covered by Dom Omladine
3 WiFi 2 day 10,000.00 20,000.00 219,78 175,44
4 Security 2 persons 2 days 17,100.00 187.91 150.00 covered by Dom Omladine
5 Cleaners 2 persons 2 days 5,000.00 10,000.00 109.89 87.72 covered by Dom Omladine
6 Decorations of venue (posters, etc.) 2 persons 2 days 22,800.00 250.55 200.00
Subtotal RSD 805,200.00 USD 8,848.35 EUR 7,063.16

Gifts

L No Gifts Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 T-shirts 65 units 1,000.00 65,000.00 714.29 570.18
2 Bags 65 units 500.00 32,500.00 357.14 285.09
3 Pens 65 units 100.00 6,500.00 71.43 57.02
Subtotal RSD 104,000.00 USD 1,142.86 EUR 912.28

Press conference and Social events

M No Events Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Press conference (venue, promo paterials, posters, cataring, etc.) 1 press conference 50,000.00 50.000.00 549.45 438.60
2 Welcome event and early registration (Friday) 1 event 60,000.00 60,000.00 359.34 526.32
3 Socila event (Saturday) 1 event 70,000.00 70,000.00 769.23 614.04
Subtotal RSD 180,000.00 USD 1,978.02 EUR 157.95

Miscellaneous expenses and fee for organisators

N No Miscellaneous expenses Qty Unit Qty Unit Unit Price (RSD) Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 Miscellaneous expenses 100,000.00 1,098.90 877.19
2 Bookkeeper 1 person 2 months 15,000.00 15,000.00 164.84 131.58
Subtotal RSD 115,000.00 USD 1,263.74 EUR 1,008.77

Note:

  • Miscellaneous expenses are unplanned costs for emergency situations or costs incurred due to differences in exchange rate. These are actually reserves of money and we will send it back if there is no need for them.
  • Bookkeeper: Serbian law requires that we have to have bookkeeper or someone who will take care about taxes and other national legal regulations about money. This can be very expensive, but we find an accountant who will give us a big discount. (This same bookkeeping agency worked for us several times)

Traveling and Visa cost for participants

O No Traveling Total Price (RSD) Total Amount (USD) Total Amount (EUR) Comment
1 Traveling 729,600.00 7,845.16 6,400.00 The Budget calculation for travel is on this page: [1] *
Subtotal RSD 729,600.00 USD 7,845.16 EUR 6,400.00

Note:

  • The total budget calculation for travel for participants who may need scholarships is €6,360, calculated on the assumption that we'll have 2 attenders from each of 25. However, we are not sure we will have attenders form each territory. Registration is still open, and we will know in the end how many people we will have. The team prefer to have €6400 in budget for travel and any unspent funds will be returned.

Current sponsors for this budget is Wikimedia HU with €1000 and Wikimedia PL with €3500.

TOTAL

Total A + B + C + D + E + F + G + H + I + J + K + L+M+N+O RSD 3,178,500.00 USD 34,928.57 EUR 27,881.58

Note: There is not included budget for traveling. The organizational team are in the negotiation process with chapters who that have expressed a desire to support this (WM PL and WM DE)

No Revised Total Price (RSD) Total Amount (USD) Total Amount (EUR)
1 WM RS, Dom omladine and Others 821,400.00 9,026.37 7,205.26
2 WM HU 140,000.00 1,818.59 1,376.68
2 WM PL 399,000.00 4,384.62 3,500.00
WMF 1.844.100,00 20,264.84 16,176.32
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