User:Daniela Gentner (WMDE)/test cost overview wmcon16

Cost Category Category Description Estimated Costs Actual Costs Difference: Estimated Costs - Actual Costs % of Budget Spent Comment
Conference Costs
Conference venue 5 days conference rooms, WIFI, technical equipment & set-up, costs for Event Manager of venue €11,000.00 €13,084.05 - €2,084.05 118.95% Compared to the previous years Tagesspiegel did not invoice us for extra personell costs (billing sum conformed with offer sum). Taking this way of billing for granted, WMDE did not expect that personell costs will be invoiced on top this year. For this reason the actual costs exceed the estimated costs. The cost overruns can be covered by the extra costs (budget buffer) and cost savings.
Conference catering price included all day beverage flat rate, 2 coffeebreaks, lunch, incl. kosher food €18,660.00 €18,104.70 €555.30 97.02%
Facilitators program production, speaker briefing, conference facilitation €10,000.00 €8,698.60 €1,301.40 86.99%
TOTAL Conference Costs €39,660.00 €39,887.35 - €227.35 100.57%
Dinner Snack Costs (3 nights at WMDE office)
Catering warm buffet (incl. kosher/halal) at WDME office three evenings €4,820.00 €3,999.61 820.39 82.98%
Beverages non-alcoholic as well as alcoholic beverage flatrate €2,750.00 €2,757.55 - €7.55 100.27%
On-site support staff on site support for dinner snacks €810.00 €825.00 - €15.00 101.85%
Others ale benches for participants to sit in our event space and extra beverage refrigerator had to be rented as WMDE office is not equipped for total participant number €650.00 €446.36 €203.64 68.67%
TOTAL Dinner Snack Costs (3 nights at WMDE office) €9,030.00 €8,028.52 €1,001.48 88.91%
Social Event Cost (1 night outside WMDE office)
Catering and Beverages warm dinner at HomeBase Lounge and beverage flat rate €7,000.00 €6,008.25 €991.75 85.83%
DJ €300.00 €200.00 €100.00 66.67%
Transport €1,200.00 €0,00 €1,200.00 0.00%
Others costs for paper plates, napkins and birthday presents €500.00 €117.76 €382.24 23.55% no other costs were occured, material from WMDE stock was used 
TOTAL Social Event Cost (1 night outside WMDE office) €9,000.00 €6,326.01 €2,673.99 70.29%
Travel & Transport Costs On-Site
Travel Costs Volunteers/ Facilitators transport costs for 2 volunteers, 1 facilitator €500.00 €152.45 €347.55 30.49%
Public Transport Ticket public transport tickets for participants and sightseeing tour €1000.00 €721.40 €278.60 72.41%
Transport costs material transport plus quick transfers of organizing team €400.00 €433.25 - €33.25 108.31%
TOTAL Travel & Transport Costs On-Site €1,900.00 €1,307.10 €592.90 68.79%
Communication Costs
Conference Guide printing costs for conference guide €440.00 €178.50 €261.50 40.57%
Sending Visa Documents €2,400.00 €343.69 €2,056,31 14.32%
Visa Cost Reimbursement reimbursement visa costs for 15 participants €1,750.00 €1,651.95 - €98.05 94.40%
Lanyards production costs for 240 lanyards €345.00 €525.50 - €180.50 152.32%
Photographer €1,500.00 €1,190.00 €310.00 79.33%
Others poster printing  €100.00 €248.40 - €148.40 248.40%
TOTAL Communication Costs €6,535.00 €4,138.04 €2,396.96 63.32%
Staff & Office Costs
Event Management equivalent of 1 FTE, 6 months (Jan- June) €18,000.00 €18,000.00 €0 100%
Program & Engagement Coordinator (incl. travel costs) equivalent of 0,8 FTE, 12 months + 2 bridge months (Oct-Nov 2015; Dec 2015-Nov 2016), incl. travel costs to other events and project management support €38,700.00 €38,700.00 €0 100%
TOTAL Staff & Office Costs €56,700.00 €56,700.00 €56,700.00 100%
Accommodation Costs[1]
Accommodation Costs represents the costs for 73 participants (that needed funding), 3 speakers, 1 volunteer, 1 facilitator - breakfast and WIFI included €20,340.00 €17,712.23 €2,627.77 87.08%
TOTAL Accommodation Costs €20,340.00 €17,712.23 €2,627.77 87.08%
Extra Costs
Cash withdrawl fee €2.000.00 €5.99
TOTAL Extra Costs €2.000.00 €5.99 1,994.01 0.30%
TOTAL COSTS €145,165.00 €134,105.24 €11,059.76 92.38%
Travel Costs (not included in the grant)
WMDE travel reimbursement travel reimbursement for 2 participants travelling by train and 2 speakers €1,037.03
Travel Costs represents 63 participants (that needed funding), handled by WMF travel department €52,304.24
TOTAL Travel Costs €55.500 €53,341.27 €2,158.73 96.11%

NotesEdit

  1. The shown accommodation and travel costs mainly represent the costs of the affiliates (chapters, thematic organizations & user groups) that needed WMCON funding. The costs do not include the travel and accommodation costs of WMF Board, WMF staff, AffCom and FDC members.