Wikimania 2014 bids/London/Logistics/Financials


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When a man is tired of London, he is tired of life;
for there is in London all that life can afford.
Samuel Johnson

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Logistics

Project Management Press & Partnerships Fundraising Financials


Revised BudgetEdit

  • The budget assumes a maximum attendance of 1500 representatives, all figures are modelled off this number. This is based upon the DC and Hong Kong figures / estimates
  • All USD / GBP conversions are correct as of April 21st 2013. Values have been rounded to nearest hunded / thousand for simplicity.
  • WMF will provide scholarships as per usual at roughly $150,000 which are separate to this budget, as per tradition the bid team will set up a subcommittee to manage applications.
  • To the changes in the budget, the majority of figures presented are pre-negotiation, unless otherwise stated.
  • Outside of the WMF grant of £150,000 and ticket sales the main revenue source is sponsorship or additional grant money from the foundation (as seen in previous years) for particular aspects of the conference which are agreed to be beneficial for the movement. Sponsorship will be negotiated on a case by case basis, we have opted not to use the traditional tier sponsorship system (i.e Gold, Silver, Bronze), instead creating bespoke sponsorship packages to be negotiated on a case by case basis. More information on our fundraising strategy can be found on the fundraising tab.
  • We have opted to sell only one category of ticket for the event.
  • It should be noted that even the tier 1 budget could be reduced if nessary, for instance, using a cheaper VIP hotel, removal of gift bags etc.


Tier 1 Budget (Core)Edit

Expenditure
Item Price (GBP) Price (USD) Notes and comments
Venue and Production
Venue £40,000 $61,000 This value is approximate and pre negotiation- We have requested a revised quote from the Barbican venue for this downsized budget, This figure includes rental of the Frobisher (conference) rooms, Auditoriums 2 & 3, Garden Room, Conservatory, Conservatory roof terrace & The Great Hall for opening / closing sessions + keynotes.
AV £0 $0 Basic AV including microphones, PA system and projection facilities, basic recording in auditoriums and Great Hall, all included as part of the venue hire of the Barbican including technician team.
Insurance £3,000 $4,600 Insurance for 2 day hackathon and 3 day conference
Catering £120,000 $183,000 Hackathon: Drinks & snacks available throughout the day, lunch included both days and dinner provided on day 1. Main Conference: Lunch Provided on all three days, with continuous coffee / tea / juice and light snacks provided throughout the day. Note: All hotels which will be block booked have breakfast included.
Event Company £0 $0 Inclusive as part of venue hire - Barbican events team
VIP, Guests & Travel
VIP Travel £5,300 $8,000 3 VIPs i.e Keynotes, numbers approximated from a return business class flight from San Francisco to London at £2500 each + Airport transportation i.e Uber for each 6 journeys at £50 each
VIP Accommodation £2,600 $4,000 3 VIPs i.e Keynotes for 5 nights, at the Montcalm hotel, 2 minutes walk from the Barbican Venue. £172 per night
Social Events
Comedy & Classical Music Evening £2,000 $3,000 This event will take place in the Barbican great hall, the venue rental is factored into the venue costs above. Artists are free, AV costs are inclusive above. We will be covering the travel and expenses of the artists and some basic AV staffing costs. There will be a cash bar available at the Barbican.
Other
Volunteer Swag £750 $1,200 Inclues tickets for conference and evening events + Gift Bags + Basic travel expenses for the duration of the conference.
Gift Bags £15,000 $23,000 Tshirts, Sponsor Swag (i.e Wired Magazine), Stickers etc £10pp
Branding Collateral £4,000 $6,100 ID Badges, Banners, Brochure etc. Lanyards £15 for 100, £20 for 100, 2000 colour brochures £850, Venue Signage (Barbican has digital signage) £2000
Contingency £19,262 $30,000 10% of total budget
Total Cost £211,882 $323,000
Revenue
Item Price (GBP) Price (USD) Notes and comments
WMF £99,000 $150,000 Traditional grant given by the WMF, confirmed by Garfield Byrd
Sponsorship £85,000 $130,000 See fundraising section for more information on funding.
Tickets Sales £30,000 $46,000 Early Bird £20 Late Bird £35 (Total based upon all 1500 delegates purchasing early bird tickets)
Total Income £214,000 $326,000

Tier 2 Budget (Basic)Edit

Expenditure
Item Price (GBP Price (USD) Notes and comments
Venue and Production
Venue £40,000 $61,000 Same as Tier 1
AV £3000 $4,600 Same as Tier 1 + Same day editing and upload, includes 5 editors at £200 per day for 3 days.
Insurance £3,000 $4,600 Same as Tier 1
Catering £120,000 $183,000 Same as Tier 1
Event Company £0 $0 Same as Tier 1
VIP, Guests & Travel
VIP Travel £5,300 $8,000 Same as Tier 1
VIP Accommodation £2,600 $4,000 Same as Tier 1
Oyster Cards (London Travelcard) £12,000 $18,000 £8 per delegate, gives £5 of travel per user + discounted travel for continued stay in London. Potential discount available by London & Partners but not yet confirmed.
Social Events
Comedy & Classical Music Evening £2,000 $3,000 Same as Tier 1
Closing Party £30,000 $46,000 This event will take place at the Barbican Lakeside terrace or Science Museum (pending venue negotiations, & logistical research), the venue rental is factored into the Venue costs above. 1500 people at £20 each
Other
Volunteer Swag £750 $1,200 Same as Tier 1
Gift Bags £15,000 $23,000 Same as Tier 1
Branding Collatoral £4,000 $6,100 Same as Tier 1
Contingency £23,465 $36,000 Amended due to additional costs
Total Cost £258,115 $394,000


Revenue
Item Price (GBP Price (USD) Notes and comments
WMF £99,000 $150,000 Same as Tier 1
Sponsorship £130,000 $198,000 Additional Private fundraising
Tickets Sales £30,000 $46,000 Same as Tier 1
Total Income £259,000 $394,000

Tier 3 Budget (Luxury)Edit

Expenditure
Item Price (GBP Price (USD) Notes and comments
Venue and Production
Venue £40,000 $61,000 Same as Tier 2
AV £6,000 $9,200 Same as Tier 2 + Multi camera set up in auditorium 2 & 3 with higher production quality.
Insurance £3,000 $4,600 Same as Tier 2
Catering £120,000 $183,000 Same as Tier 2
Event Company £0 $0 Same as Tier 2
VIP, Guests & Travel
VIP Travel £5,300 $8,000 Same as Tier 2
VIP Accomedation £2,600 $4,000 Same as Tier 2
VIP Party £20,000 $30,500 VIP party, most likely held offsite (although if funding is tight, can be done at Searcys, a restaurant in the Barbican venue) Current prospective sites include the House of Lords (via City of London Corporation).
Oyster Cards (London Travel Card) £12,000 $18,000 Same as Tier 2
Social Events
Comedy & Classical Music Evening £2,000 $3,000 Same as Tier 2
Closing Party £30,000 $46,000 Same as Tier 2
Explore London £10,000 $15,000 Opportunity for 500 delegate to take a Bus city Tour of London the day after the conference, usual cost is £25pp, discounted to £20pp via London & Partners.
Other
Volunteer Swag £750 $1,200 Same as Tier 2
Gift Bags £15,000 $23,000 Same as Tier 2
Scholarships £30,000 $46,000 Variable depending on excess income, these scholarships would be in addition to the WMF scholarships, we would aim to have more but smaller scholarship packages to help reduce the high costs of London.
Branding Collatoral £4,000 $6,100 Same as Tier 2
Contingency £30,065 $46,000 Amended due to additional costs
Total Cost 330,715 $504,000


Revenue
Item Price (GBP Price (USD) Notes and comments
WMF £99,000 $150,000 Same as Tier 2
Sponsorship £205,000 $313,000 Additional Private fundraising
Tickets Sales £30,000 $46,000 Same as Tier 2
Total Income £334,000 $509,000


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