[epsi-coord] financial planning 2012 conference

[Marc de Vries]

Dear all,

 

In view of our CC tomorrow, please find below the first rough financial
planning I did for the 2012 Conference (this one is now also in the drop box
under 'conference' and 'planning', sheet 'budgets').

 

My basic conclusion is that we either need to get substantial additional
funds in, or we need to size down our ambitions.

 

I would appreciate if you would go through so we can discuss this in detail
tomorrow.

 

Reg. M.

 

+++++++

 


ASSUMPTIONS

				
					

people

number

			

normal participants

200

			

speakers

30

			

AB members

5

			

sectoral experts

8

			

sponsors

7

			

total external

250

			

team

6

			

assistants

10

			

total team

16

			

total participants

266

			
					

unit prices based on offer de Doelen 14/10/11

			
					
					

BUDGET PLANNING

				
	
unit price

units needed

costs

(sub)totals


location

				

1 plenary room + 3 break out rooms

3589

1

3589

	

1 extra break out room

285

1

285

	

1 hall for lunch and drinks

0

1

0

	

bouncer + wardrobe etc

4,65

266

1236,9

	

technical infrastructure

3400

1

3400

	

technical assistance

500

2

1000

	

various furniture

600

1

600

	

food and beverage conference

				

3 x coffea

8

250

2000

	

lunch

17,3

250

4325

	

drinks

7,45

250

1862,5

	

support

				

assistants (students)

100

10

1000

	

communication

				

video

1

1000

1000

	

promotional material

		1000

	

photographer

1

400

400

	

other

				

gifts speakers

10

30

300

	

EPSI bag

5

250

1250

	

costs speakers

				

travel

		7100

	

hotel

100

30

3000

	

total conference costs

			33348,4

					

day before arrangements

				

dinner

35

56

1960

	

travel AB members

500

5

2500

	

hotel AB members

200

5

1000

	

travel sectoral experts

400

8

3200

	

hotel sectoral experts

200

8

1600

	

total costs day before arrangements

			10260

					

total costs entire event

			43608,4

					

coverage epsi budget

				

AB meeting

		3500

	

SE meeting

		4800

	

conference costs

		3500

	

Award winners

		5400

	

total coverage epsi budget

			17200

					

external coverage

				

ministry interior

		7500

	

Rotterdam support fund

		PM

	

Rotterdam marketing fund

		1000

	

companies

		PM

	
					

total external coverage

			8500

					

total coverage

			25700

					

GAP

			17908,4

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