Benutzer:Annemarie Buchmann (WMAT)/Baustelle 3

Project budget table

The budget underneath is based on the experiences of two earlier events:

The budget is based on the last information on the 28th of January 2015. Changes to earlier versions are that

The venue is sponsored, but extra audiovisual material is needed. The location uses a preferred supplier which limits us in finding the cheapest option.
Hotel proces have increased (the shorter the time before a reservation, the more expensive it is)

Vorlage:Grants budget table simple |- valign="top" | 1 | Conference location | Hire of extra audiovisual equipment, local wifi facilities and furniture at the conference location. | 1 day | 3 | 2500 | 7500 | EUR | |- valign="top" | 2 | Food | Coffee, thee and lunch on Friday, April 10 2015 | 1 participant | 150 | 25 | 3750 | EUR | Simple lunch buffet, other beverages will be available for purchase |- valign="top" | 3 | Food | Coffee, thee, lunch and buffet on Saturday, April 11 2015 | 1 participant | 150 | 40 | 6000 | EUR | See above + buffet in the evening |- valign="top" | 4 | Food | Coffee, thee and lunch on Sunday, April 12 2015 | 1 participant | 150 | 25 | 3750 | EUR | See above |- valign="top" | 5 | Travel | Travel costs for speakers | 1 speaker | 5 | 1000 | 5000 | EUR | Speakers will be travelling from all over the world. Travel costs are covered from the airport of the country of the speaker to the venue of the conference. These costs are for speakers without an affiliation with Wikimedia and who do not have a budget of their own to attend. |- valign="top" | 6 | Accommodation | Hotel rooms for speakers | 1 speaker | 5 | 175 | 875 | EUR | A group rate will be negotiated. The preference is to have speakers and participants stay at the same hotel during the conference. |- valign="top" | 7 | Communication | Printed programs, handouts and other communication material | 1 participant | 150 | 10 | 1500 | EUR | Handouts also include surveys, touristic information and maps |- valign="top" | 8 | Presents | Presents for speakers | 1 speaker | 20 | 10 | 200 | EUR | Stroopwafels will be included. |- valign="top" | 9 | Personell | Freelancer | 1 month | 2 | 2500 | 5000 | EUR | Hiring a freelancer part time to support the organisation of the conference. This conference is an extra activity for Wikimedia Nederland for which there is a limited amount of time reserved in the year plan for 2015. In the last weeks to the conference we need extra support for hands-on work (badges, publications, last details with the venue, last minute changes of participants, etc.) which would take up too much time of existing employees of WMNL. WMNL has done (had the need to do) this in te past for other events. |- valign="top" | 10 | Unforeseen | n.a. | n.a. | n.a. | 10% | 4000 | EUR | Reserve of 10% for unforeseen costs |- valign="top" | | SUBTOTAL | | | | | 37575 | EUR | |- |}

Vorlage:Grants budget table simple |- valign="top" | 11 | Travel | 35 scholarships for International participants | 1 participant | 35 | 600 | 21000 | EUR | Scholarships are specifically meant to give people around the world a chance to participate. Travel costs are covered from the airport of the country of the speaker to the venue of the conference. These costs also include costs for requesting visa. These costs are based on our experience with the Amsterdam Hackathon 2013. Criteria for determining scholarships are:

Contribution: In what way does someone contribute to the conference by giving a presentation, training or in other ways?
Chance of improvement: In what way does attending the conference help him/her improve the amount and/or quality of GLAM projects in their country/region?
Activity (past and future): How much experience does he/she have with Wikimedia projects in general and with GLAM projects? What does someone plan to do with the knowledge and the network he/she gained the conference in 2015?
Coverage of country/region: How many and what type of participants (volunteers / professionals / staff) of their country/region have already indicated that they will attend the conference?
Costs: How much does it cost to let someone attend (5 people from Europe is the same cost as one person from Australia)?
Diversity: A good balance between people with large experience in the Wikimedia / MediaWiki community and people that are newbies in our context but have a good track in other interesting projects.

|- valign="top" | 12 | Accommodation | 35 scholarships for International participants | 1 participant | 35 | 175 | 6125 | EUR | This reservation is a group rate for 3 night per person excluding tourist tax at a hotel very close to the venue. The preference is to have speakers and participants stay at the same hotel during the conference. |- valign="top" | 13 | Food | 35 scholarships for International participants | 1 participant | 35 | 50 | 1750 | EUR | Scholarships also include a €25,- daily subsidy to cover diner costs. |- valign="top" | 14 | Unforeseen | n.a. | n.a. | n.a. | 10% | 3000 | EUR | Reserve of 10% for unforeseen costs |- valign="top" | | SUBTOTAL | | | | | 31875 | EUR | |- |}