Wikimania 2016 bids/Esino Lario/Budget

Expenses

Expected Expense		Unit	Number	Days	Euro	Dollars
Coffee breaks preconference	Food	€5	700	2	€7.000	$8.736
Coffee breaks conference	Food	€5	1000	3	€15.000	$18.720
Lunch preconference	Food	€10	700	2	€14.000	$17.472
Lunch conference	Food	€10	1000	3	€30.000	$37.440
Welcome reception/party and closing party	Food	€13	1000	2	€26.000	$32.448
Accommodation+breakfast for organizers, volunteers, guests	Participants	€15	200	5	€15.000	$18.720
Transport for organizers, volunteers, guests	Participants	€ 50	200		€10.000	$12.480
Busses from the airports	Participants	€ 450	8	3	€10.800	$13.478
Insurance + SIAE	Venue				€10.000	$12.480
Tensile structure	Venue				€15.000	$18.720
Meeting rooms (staircases for security, electrical system check, rented forniture, cleaning)	Venue				€30.000	$37.440
Equipment rental/A-V expense	Technical				€13.000	$16.224
Electricity	Technical				€4.000	$4.992
Connectivity	Technical				€40.000	$49.920
Audio visual, recording and uploads (no streaming planned)	Communication				€4.000	$4.992
Registration packet (lanyards, badge holders, bag, t-shirts, conference brochure)	Communication	€10	1000		€10.000	$12.480
Registration (charges for the system, rental of equipment for the on-site registration and badges)	Organization				€3.205	$4.000
Staff (management, communication consultant)	Organization				€ 16.026	$20.000
Contingency/Misc. Expenses	Organization				€ 8.090	$10.096
Total expenses					€281.121	$350.838

Currency exchange 1 euro = $1,248

Financial plan

Fundraising for Wikimania Esino Lario 2016 has started.

•  Confirmed Secured a technical support for communication materials of a value of 3'000-5'000 euro by the company A+E Milano srl.
•  Declined Secured a support from Associazione Amici del Museo delle Grigne Onlus of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015".
•  Declined Secured a support from the Esino Lario City Council of 10'000 euro in the frame of the project "Villa Clotilde Expo 2015" (3'000 euro in-kind staff of the tourist office).
•  Confirmed Secured a support from ODL company of 5'000 euro.
•  Confirmed Secured support in-kind staff Wikimedia Italia during the event (not included in the budget).
•  Confirmed Secured support in-kind staff Comunità montana for excursions during the event (not included in the budget).
•  Declined Requested a support from Fondazione Banca del Monte di Lombardia for 80'000 euro for the renovation of the former cinema which will be used during Wikimania (decision around March 2015).
•  Confirmed Requested support in-kind staff Wikimedia CH during the event.
•  Confirmed Presented the pre-project and project (24/12/2014) to Cariplo Foundation with a request of 200'000 euro (decision expected around March 2015).
•  Declined Started the discussion with Telecom Italia – a major Italian communication company - for the technical support to Esino Lario connectivity during Wikimania.
•  Declined Started the discussion with a major international lightening company for a technical support to Esino Lario lightening (buildings and outdoor).

It is also important to mention that we are already benefitting from the support of a lot of people. We took advantage of a lot of volunteer work, we had the contribution of Wikimedia Italia to cover the cost of a dedicated person to help us with the planning, we had reduced prices from restaurants, bars, hotels and dorms; people are providing their apartments for a reimbursement; the Esino Lario city council and private owners are providing meeting rooms for free and some apartments owners are also giving us their flats and houses for free. A nice story is a lady that at the very beginning of the planning immediately signed the support to the event, gave her entire beautiful villa in Esino Lario for free, and she also offered to give us 1'000 € / 1'371 $ to support the event.

Documentation about the fundraising.

Request to Wikimedia Foundation and support

Wikimania Esino Lario Grant Agreement

Wikimania Esino Lario Trademark Agreement

We made a request to Wikimedia Foundation of 200'000 euro provided by Wikimedia Foundation to Associazione Amici del Museo delle Grigne Onlus, lead institution of Wikimania Esino Lario 2016.

• Contract Wikimedia Foundation and Wikimania 2016.
• Report specifically related to the support of 200'000 euro provided by Wikimedia Foundation to Wikimania 2016.

Wikimedia Foundation grant covered the specific costs of the event. Even if not directly associated to territorial development, the grant from Wikimedia Foundation has supported grant-seeking as a co-funding, with a multiplier effect which created benefits for a broader audience. Furthermore the expenses associated to territorial development relate to connectivity, accessibility and collaborative work.

Wikimedia Foundation has furthermore paid to the Associazione Comitato Wikimania Esino Lario.

• accommodation, food and transport from and to the airport for the scholarship receipts
• accommodation and food and transport from and to the airport for Wikimedia Foundation staff (in Esino Lario and at Villa Monastero in Varenna)
• a partial payment of 2000 $ for a catering costed 2400 euro and requested for IdeaLab.
• the cost of 4000 euro (- the exact amount needs to be checked) for the badges used during Wikimania, which Wikimedia Foundation agreed to produce but it could not guarantee the delivery on time so we produced them.

Wikimania Foundation has furthermore provided

• the ribbons used during Wikimania Esino Lario
• the support of the event coordinator Ellie Young, managed directly by Wikimedia Foundation
• the support of the coordinator for the registrations Stuart Prior, managed directly by Wikimedia Foundation
• the support of its legal team for the use of Wikimania trademark
• the trademark agreement with Associazione Amici del Museo delle Grigne Onlus for managing Wikimania Esino Lario trademark.
• a trademark quick license for the sponsors and partners involved in Wikimania Esino Lario.

Planned income from registrations

See also: Costs/Participants.

We initially planned to make attending Wikimania sessions and events free of charge but for the event we had to charge € 1 to register people also for insurance purposes. Thanks to the registration we were able to properly plan and implement the event, and the registration fee managed lunch but also accommodation and other expenses related to participants (including dinner). This approach had the advantage that scholarships, institutions supporting specific participants (i.e. Wikimedia Foundation, Wikimedia chapters, university fund) and participants will pay for a cost associated directly to their participation. Differently from other venues in which catering is basically a fixed cost, at Wikimania Esino Lario we took advantage also of restaurants and bars, which allows the cost to be reduced if the number of participants is less. The estimated cost of lunch in the budget corresponded to the planned income from registrations (and it can decrease accordingly); during Wikimania we created different kind of fees according to the number of days and if accommodation and meals were requested.

Income

Expected Income	Unit	Number	Days	Euro	Dollars
Wikimedia Foundation				€ 200.321	$250.000
Communication materials sponsor AE Milano				€ 5.000	$6.240
Contribution Associazione Amici del Museo Grigne (permanent equipment)				€ 10.000	$12.480
Contribution sponsor ODL				€ 5.000	$6.240
Participants registration fee	€ 50	1000		€ 50.000	$62.400
Transport from the airport to the venue paid by participants when they register	€450	8	3	€ 10.800	$13.478
Total income				€ 281.121	$350.838

Currency exchange 1 euro = $1,248

Confirmed income	Euro	Managed the the City Council	In-kind	Total in euro	Notes
Wikimedia Foundation	200.000				Funds used specifically for the conference.
Wikimedia Foundation (badges and lanyards)	4.200,22				Reimbursement for the costs of the badges and lanyards.
Cariplo Foundation	190.000				Funds used for a 2-years programme of Wikimedia and cultural activities in the region. Please refer to the full project Wikimania Esino Lario - Protagonismo culturale offline e online.
Lombardy Region (Regione Lombardia)		200.000	300.000		Funds for renovation and accessibility of public buildings and the Varenna-Cortenova street. The funds have been managed by the Esino Lario city council and the Province of Lecco.
Province of Lecco (Provincia di Lecco)			200.000		Funds for the Varenna-Cortenova street and conference space at Villa Monastero.
EOLO			100.000		Internet!
Esino Lario City Council		60.000			Funds for renovation and accessibility of public buildings.
Elmec Informatica			30.000		Technical support and collaboration in the communication of the project.
BIM Bacino Imbrifero Montano		30.000			Funds for renovation and accessibility of public buildings (Sport Hall).
Wikimedia Italia			20.000		In-kind contribution of time of staff member. Wikimedia Italia receives € 20.000 to implement Wikimedia activities in the region.
SUPSI			10.000		In-kind contribution for the involvement of team members of the Laboratory of visual culture.
BCC Credito Cooperativo Valsassina		6.000			Funds for the renovation of the former cinema.
Comunità montana della Valsassina, Valvarrone, Val d'Esino e Riviera	5.000				The Comunità montana receives € 5.000 to implement Wikimedia activities in the region.
O.D.L. srl	5.000				Financial support.
ICAM			4.000		Products (chocolate).
Mauri			4.000		Excursion to the company and the village of Pasturo (bus, organization and aperitif), event in Esino Lario with their products (cheese).
Norda			4.000		Products (water and baverage).
Vendomat			4.000		Products (coffee machines and coffee).
HDI Maglia Assicurazioni			4.000		Support with the insurance.
SAL Servizi Automobilistici Lecchesi - Arriva	3.000				Financial support.
A+E Milano srl			3.837		Funds for the communication of Wikimania. The amount is included and subtracted in a bill.
Lufthansa			3.000		Funds for merchandizing and airplane tickets.
Casa dell'Economia – Camera di Commercio di Lecco	2.000				Funds for the communication of the project.
Other companies supporting the event			15.000		The support of companies and institutions provided services and products for the event.
Participants registration fee					This budget will be available in 2017 when we finalize the budget of the Associazione Comitato Wikimania Esino Lario 2016, managing it.
Total income	417.200,22	290.000	698.837	1.406.037,22	Please note that we spent for the project management and coordination € 10.938,10.

Confirmed support

Please note that the following list does not include all the institutions and companies supporting WIkimania 2016.

Support by	Role
Wikimedia Italia	With general assembly vote in October 2013 (further specified in April 2014), Wikimedia Italia is promoter of Wikimania Esino Lario. Promotes Wikimania Esino Lario. Makes sure the event is properly communicated to its community (Wikimedia Italia communication tools: website, social networks, newsletters, mailing lists, meetings, general assembly). Involves its volunteers in attending the event and in contributing to the planning and organization of the event. Contributes to the event with the involvement of its staff during the week of Wikimania Esino Lario (in-kind contribution).
Wikimedia CH	With the board resolution in February 2014, Wikimedia CH supports and co-promotes Wikimania Esino Lario. Promotes Wikimania Esino Lario Make sure the event is properly communicated to its community (Wikimedia CH communication tools: website, social networks, newsletters, mailing lists, meetings, general assembly) Involves its volunteers in attending the event and in contributing to the planning and organization of the event Contributes to the event with the involvement of its staff during Wikimania Esino Lario (in-kind contribution). Supports the organization of special events and excursions in Switzerland Decides its eventual in-kind and financial support to Wikimania Esino Lario in its next budget and financial plan. Wikimedia CH could be the institution applying to Swiss grant-makers.
Esino Lario city council	It has expressed its support September 2013; the city council has also produced a board resolution which officially supports the bid. Free use to city council infrastructures: Villa Clotilde, multimedia room of the Museo delle Grigne, former Museum della Grigne, Primary School, Sport hall/multifunctional space. Volunteer commitment of different former members of the city council to contribute to the organization of the event. Access to information necessary to plan and organize the event. The city council manages the interventions on public infrastructures. The city council – as legal responsible of the Ecomuseo delle Grigne – is currently lead organization in presenting applications to grant-makers.
Ecomuseo delle Grigne and Associazione Amici del Museo delle Grigne Onlus (managing non profit association of the ecomuseum)	It has expressed its support September 2013. The Ecomuseo delle Grigne is a Esino Lario civic institution managed by the Associazione Amici del Museo delle Grigne Onlus. Ecomuseo delle Grigne is a promoter of the event. The ecomuseo contributes to the event by involving its community and network of associations Associazione Amici del Museo delle Grigne Onlus has confirmed a support of 10'000 euro. Associazione Amici del Museo delle Grigne Onlus – as organization managing the Ecomuseo delle Grigne – is currently lead organization in presenting applications to grant-makers.
Pro Loco Esino Lario	It has expressed its support September 2013. Pro Loco will be partner of the event and it will directly promote activities and initiatives in Esino Lario. It will have a key role in managing volunteers and in taking care of some of the tasks necessary to implement the event in Esino Lario. Pro Loco are local associations meant to manage events. The involvement of Pro Loco Esino Lario is a great advantage for the event because of its experience and because of the specific legislative advantages local Pro Loco have. A meeting between Pro Loco and Wikimedia Italia is necessary to define a partnership agreement, but in general we already envision the role of Pro Loco Esino Lario as following being the organizer of the event in Esino Lario managing the smaller reimbursements for the accommodation managing the tensile structure and the coffee breaks managing the necessary licenses (siae); Pro Loco have a specific less expensive fee. facilitating the involvement of volunteers.
Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park	Support letter received February 2014 and renovated in December 2014 by the new president. Support of the event. Involvement of the Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park in the organization of excursions and in the program of workshops and activities for children.
Company ODL	Confirmation of financial support of 5'000 euro received November 2014. ODL is a local company which expresses with its contribution the support to Esino Lario, its territory and community.
Company A+E Milano srl	Confirmation of in-kind support (correspondent to a value of 3'000-5'000 euro) received November 2014. The company is a communication company producing graphics, prints, leaflets, brochures, and other communication materials. Its support will be used for the communication materials of Wikimania (welcome beds, program)

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  Support from the Rockefeller Foundation Bellagio Center
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  Support from the Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park, February 2014
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  Renovated support from the newly elected president of Comunità montana della Valsassina Valvarrone Val d'Esino e Riviera and Regional Grigne Park, December 2014 (English)
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  Associazione Amici del Museo delle Grigne Onlus 10'000 euro
• 
  ODL company 5'000 euro
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  A+E Milano srl 3'000-5'000 euro
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  Project proposal Villa Clotilde Expo 2015 with support of the Esino Lario city council
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  Politecnico di Milano