Wikimania 2015 bids/Cape Town/Budget
Our idea: Vision • Venue • Budget • Self Evaluation
Our city: Cape Town • Accommodation • Diversity
Your story: Join our team • Holiday options
We have planned three different budgets for two different location and two different financial circumstances:
- The University of Cape Town (UCT) using the Jameson Hall (1,200 seats) and nearby Social Science building for break away rooms as the venue. This option will require that we use UCT's event organisation services department as the event organisers. However one advantage of using UCT will be that they will organise accommodation for attendees at roughly R100 per person per day.
- The CTICC small Auditorium uses the CTICC as the proposed venue using the smaller 620 seat Auditorium number 2. A side option here is to also setup a spill over room in one of the larger breakaway rooms where the presentations can be screened live should there not be enough space.
- The CTICC large Auditorium uses the CTICC as the proposed venue using, as the name suggests, the larger 1,500 seat main Auditorium. This option is included to give an option should the committee decided that we need a venue of this size.
We are currently looking at getting Wikimedia ZA VAT registered. If we can do this in good time then there is a good chance that we can get a VAT rebate due to our status as a non-for-profit public benifit organisation. This would removed the 14% VAT cost we would have to pay for the event.
University of Cape Town
edit| Service | Description | For | Cost | Additional information |
| Venue | Lecture halls, press room, technical assistance | Various[1] | R 128000 $ 11927.06 / € 8732.61 / £ 7286.06 |
|
| Technical | Wi-Fi, A/V, laptops, projectors, equipment for translation, etc. | 5 days | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
|
| Insurance | Accidents, liability insurance | 700 participants | R 22000 $ 2049.96 / € 1500.92 / £ 1252.29 |
Different discounts possible |
| Catering | 4 lunches and snacks throughout the day | 700 participants * 4 days[2] | R 687500 $ 64061.35 / € 46903.68 / £ 39134.1 |
|
| Promotional materials | Brochures, flags, t-shirts, gifts, ID badges... | 700 participants | R 155650 $ 14503.49 / € 10618.99 / £ 8859.96 |
|
| Participant package | Programme, lecture overview, city plan, etc. | 700 participants | R 54000 $ 5031.73 / € 3684.07 / £ 3073.81 |
|
| Transport | VIP to and from airport by shuttles, participants - BRT tickets to and from airport, shuttles from airport to hotels and shuttles from hotels to venue | 700 participants + 25 VIPs | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
|
| Volunteers | 60 volunteers with a stipend of R1,000 each. | R 60000 $ 5590.81 / € 4093.41 / £ 3415.34) |
Provided in part by the University of Cape Town | |
| Parties | 3 Parties for attendees (Early Comers Party, Opening cocktail, Closing Party) | 700 attendees[3] | R 450000 $ 41931.07 / € 30700.59 / £ 25615.05 |
|
| WikiExpedition | Tours, Museum passes, fuel, tickets, etc.; lunch for the participants. | 500 participants | R 150000 $ 13977.02 / € 10233.53 / £ 8538.35 |
|
| Management | UCT insists on a 15% event management fee. This will mean that they will be our event managers and will provide support for the event. This support includes booking locations, assisting with accommodation (they can book up to 500 people at R100 per night at University dorms), registration, catering, parties, and so on. | R 346072 $ 32247.04 / € 23610.25 / £ 19699.22 |
||
| Unforeseen expenses | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
Amount raised to ensure feasibility | ||
| VAT | 14% Value Added Tax | R 371451 $ 34611.86 / € 25341.7 / £ 21143.85 |
||
| Inflation adjustment | Additional 7% addition to account for inflation in 2015 | R 185725 $ 17305.88 / € 12670.81 / £ 10571.9 |
||
| Grand Total | R 3210400 $ 299145.54 / € 219024.81 / £ 182743.43 |
|||
CTICC Using the large Auditorium
edit| Service | Description | For | Cost | Additional information |
| Venue | Lecture halls, press room, technical assistance | Various[4] | R 880800 $ 82073.07 / € 60091.28 / £ 50137.18 |
Preliminary bookings already made and costs adjusted for inflation obtained. |
| Technical | Wi-Fi, A/V, laptops, projectors, equipment for translation, etc. | 5 days | R 250000 $ 23295.04 / € 17055.88 / £ 14230.58 |
|
| Insurance | Accidents, liability insurance | 700 participants | R 22000 $ 2049.96 / € 1500.92 / £ 1252.29 |
Different discounts possible |
| Catering | 4 lunches and snacks throughout the day | 700 participants * 4 days[5] | R 687500 $ 64061.35 / € 46903.68 / £ 39134.1 |
|
| Promotional materials | Brochures, flags, t-shirts, gifts, ID badges... | 700 participants | R 155650 $ 14503.49 / € 10618.99 / £ 8859.96 |
|
| Participant package | Programme, lecture overview, city plan, etc. | 700 participants | R 54000 $ 5031.73 / € 3684.07 / £ 3073.81 |
|
| Transport | VIP to and from airport by shuttles, participants - BRT tickets to and from airport, shuttles from airport to hotels and shuttles from hotels to venue | 700 participants + 25 VIPs | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
|
| Volunteers | 60 volunteers with a stipend of R1,000 each. | R 60000 $ 5590.81 / € 4093.41 / £ 3415.34) |
Provided in part by the University of Cape Town | |
| Parties | 3 Parties for attendees (Early Comers Party, Opening cocktail, Closing Party) | 700 attendees[6] | R 450000 $ 41931.07 / € 30700.59 / £ 25615.05 |
|
| WikiExpedition | Tours, Museum passes, fuel, tickets, etc.; lunch for the participants. | 500 participants | R 150000 $ 13977.02 / € 10233.53 / £ 8538.35 |
|
| Management | R 180000 $ 16772.43 / € 12280.23 / £ 10246.02 |
|||
| Unforeseen expenses | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
Amount raised to ensure feasibility | ||
| VAT | 14% Value Added Tax | R 460593 $ 42918.12 / € 31423.28 / £ 26218.02 |
||
| Inflation adjustment | Additional 7% addition to account for inflation in 2015 | R 230297 $ 21459.11 / € 15711.67 / £ 13109.04 |
||
| Grand Total | R 3980839 $ 370935.16 / € 271586.88 / £ 226598.61 |
|||
CTICC using the small Auditorium
edit| Service | Description | For | Cost | Additional information |
| Venue | Lecture halls, press room, technical assistance | Various[7] | R 621900 $ 57948.73 / € 42428.21 / £ 35399.99 |
Preliminary bookings already made and costs adjusted for inflation obtained. |
| Technical | Wi-Fi, A/V, laptops, projectors, equipment for translation, etc. | 5 days | R 250000 $ 23295.04 / € 17055.88 / £ 14230.58 |
|
| Insurance | Accidents, liability insurance | 700 participants | R 22000 $ 2049.96 / € 1500.92 / £ 1252.29 |
Different discounts possible |
| Catering | 4 lunches and snacks throughout the day | 700 participants * 4 days[8] | R 687500 $ 64061.35 / € 46903.68 / £ 39134.1 |
|
| Promotional materials | Brochures, flags, t-shirts, gifts, ID badges... | 700 participants | R 155650 $ 14503.49 / € 10618.99 / £ 8859.96 |
|
| Participant package | Programme, lecture overview, city plan, etc. | 700 participants | R 54000 $ 5031.73 / € 3684.07 / £ 3073.81 |
|
| Transport | VIP to and from airport by shuttles, participants - BRT tickets to and from airport, shuttles from airport to hotels and shuttles from hotels to venue | 700 participants + 25 VIPs | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
|
| Volunteers | 60 volunteers with a stipend of R1,000 each. | R 60000 $ 5590.81 / € 4093.41 / £ 3415.34) |
Provided in part by the University of Cape Town | |
| Parties | 3 Parties for attendees (Early Comers Party, Opening cocktail, Closing Party) | 700 attendees[9] | R 450000 $ 41931.07 / € 30700.59 / £ 25615.05 |
|
| WikiExpedition | Tours, Museum passes, fuel, tickets, etc.; lunch for the participants. | 500 participants | R 150000 $ 13977.02 / € 10233.53 / £ 8538.35 |
|
| Management | R 180000 $ 16772.43 / € 12280.23 / £ 10246.02 |
|||
| Unforeseen expenses | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
Amount raised to ensure feasibility | ||
| VAT | 14% Value Added Tax | R 424347 $ 39540.72 / € 28950.45 / £ 24154.82 |
||
| Inflation adjustment | Additional 7% addition to account for inflation in 2015 | R 212173 $ 19770.31 / € 14475.19 / £ 12077.38 |
||
| Grand Total | R 3667570 $ 341744.71 / € 250214.56 / £ 208766.61 |
|||
CTICC Using the large Auditorium
edit| Service | Description | For | Cost | Additional information |
| Venue | Lecture halls, press room, technical assistance | Various[10] | R 880800 $ 82073.07 / € 60091.28 / £ 50137.18 |
Preliminary bookings already made and costs adjusted for inflation obtained. |
| Technical | Wi-Fi, A/V, laptops, projectors, equipment for translation, etc. | 5 days | R 250000 $ 23295.04 / € 17055.88 / £ 14230.58 |
|
| Insurance | Accidents, liability insurance | 700 participants | R 22000 $ 2049.96 / € 1500.92 / £ 1252.29 |
Different discounts possible |
| Catering | 4 lunches and snacks throughout the day | 700 participants * 4 days[11] | R 687500 $ 64061.35 / € 46903.68 / £ 39134.1 |
|
| Promotional materials | Brochures, flags, t-shirts, gifts, ID badges... | 700 participants | R 162150 $ 15109.16 / € 11062.44 / £ 9229.95 |
|
| Participant package | Programme, lecture overview, city plan, etc. | 700 participants | R 60000 $ 5590.81 / € 4093.41 / £ 3415.34 |
|
| Transport | VIP to and from airport by shuttles, participants - BRT tickets to and from airport, shuttles from airport to hotels and shuttles from hotels to venue | 700 participants + 25 VIPs | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
|
| Volunteers | 60 volunteers with a stipend of R1,000 each. | R 60000 $ 5590.81 / € 4093.41 / £ 3415.34) |
Provided in part by the University of Cape Town | |
| Parties | 3 Parties for attendees (Early Comers Party, Opening cocktail, Closing Party) | 700 attendees[12] | R 450000 $ 41931.07 / € 30700.59 / £ 25615.05 |
|
| WikiExpedition | Tours, Museum passes, fuel, tickets, etc.; lunch for the participants. | 500 participants | R 150000 $ 13977.02 / € 10233.53 / £ 8538.35 |
|
| Unforeseen expenses | R 200000 $ 18636.03 / € 13644.71 / £ 11384.46 |
Amount raised to ensure feasibility | ||
| VAT | 14% Value Added Tax | R 466823 $ 43498.63 / € 31848.31 / £ 26572.65 |
||
| Inflation adjustment | Additional 7% addition to account for inflation in 2015 | R 233412 $ 21749.36 / € 15924.19 / £ 13286.35 |
||
| Grand Total | R 4034685 $ 375952.53 / € 275260.44 / £ 229663.65 |
|||
Notes
edit- ↑ Jameson Hall 2 for 3 days (1,200 seat capacity); rooms for the hackathon (5 days + 1 day setup for the Hackathon); A catering area and 6 lecture theatres/breakaway rooms (3 days + 1 setup day); smaller rooms for storage (6 days). Also includes R20,000 for staff such as traffic, security and cleaning personnel.
- ↑ Additional lunch for 100 participants in Hacking Days
- ↑ 100 for early-comers
- ↑ Auditorium 1 for 3 days (1500 seat capacity); Roof Terace Room: 6 days (5 days + 1 day setup for the Hackathon); Clivia conservatory for eating and serving food; Meeting rooms 1.4, 1.6, 2.4, 2.6 (3 days + 1 setup day); boardroom (3 days); 6 side rooms for smaller events, other functions and storage (6 days).
- ↑ Additional lunch for 100 participants in Hacking Days
- ↑ 100 for early-comers
- ↑ Using smaller Auditorium 2 for 3 days (620 seat capacity); Roof Terrace Room: 6 days (5 days + 1 day setup for the Hackathon); Clivia conservatory for eating and serving food; Meeting rooms 1.4, 1.6, 2.4, 2.6 (3 days + 1 setup day); boardroom (3 days); 3 side rooms for smaller events, other functions and storage (6 days).
- ↑ Additional lunch for 100 participants in Hacking Days
- ↑ 100 for early-comers
- ↑ Auditorium 1 for 3 days (1500 seat capacity); Roof Terace Room: 6 days (5 days + 1 day setup for the Hackathon); Clivia conservatory for eating and serving food; Meeting rooms 1.4, 1.6, 2.4, 2.6 (3 days + 1 setup day); boardroom (3 days); 6 side rooms for smaller events, other functions and storage (6 days).
- ↑ Additional lunch for 100 participants in Hacking Days
- ↑ 100 for early-comers