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Sample Estimate for an International Conference |
| 1. |
Outline: 5 days, open solicitation of papers/participants, several overseas guest speakers, several Japanese guest speakers |
| 2. |
Venue: Hotel conference center, one main conference hall, 1 to 2 meeting rooms for working groups, reception held at a hotel banquet hall |
| 3. |
No. of participants: Approx. 500 (200 from overseas, 300 from Japan) |
| 4. |
Program: Papers presented in main hall, working groups in the meeting rooms, study tours (1 or 2 options) |
| 5. |
Income: Registration fees, grants (credit card and bank charges are not included in this budget) |
| Item |
Fee (incl. tax) |
Details |
| Preparation Expenses (Total) |
¥8,767,500 |
|
| 1. Travel |
¥1,575,000 |
International organization/Japanese committee/secretariat travel expenses |
| 2. Office expenses |
¥7,192,500 |
|
| (a) Consumables |
¥1,312,500
|
|
|
Purchase of letterhead, envelopes, and other stationery/supplies, copying |
| (b) Printing/Production |
¥3,150,000
|
|
|
Announcements (x 2), prospectus, registration confirmation form |
(c) Communications/
Transport |
¥210,000
|
|
|
Domestic and overseas postage, international courier service |
| (d) Meeting expenses |
¥315,000
|
|
|
Committee expenses |
| (e) Rental fees |
¥315,000
|
|
|
Committee meeting room |
| (f) Registration processing |
¥1,260,000
|
|
|
Participant registration, receipt and processing of papers, systems construction |
| (g) Miscellaneous |
¥630,000
|
|
|
Translation of documents between Japanese and English, document production, letter-writing and proofreading |
| Conference Expenses (Total) |
¥32,392,500 |
|
| 1. Personnel |
¥2,625,000 |
Receptionists (8), information desk workers (2), video crew (4), poster hall workers (2), overall coordinators (3). |
| 2. Travel |
¥3,150,000 |
Airfare and accommodations for overseas guest speakers, travel and accommodations for committee members and staff |
| 3. Office expenses |
¥26,617,500 |
|
| (a) Consumables |
¥210,000
|
|
|
Stationery/supplies, copying |
| (b) Printing/Production |
¥3,150,000
|
|
|
Programs, papers, nametags, invitations, list of participants, conference briefcase |
| (c) Communications/ Transport |
¥157,500
|
|
|
Secretariat transportation |
| (d) Meeting expenses |
¥10,500,000
|
|
|
Receptions, luncheons, coffee breaks, technical tours, pre- and post-conference tours, attractions, commemorative gifts, boxed lunches for staff |
| (e) Rental fees |
¥10,500,000
|
|
|
Rental of venue, interpreting and video equipment, signage, secretariat equipment (PCs, copiers, fax machines) |
| (f) Miscellaneous |
¥2,100,000
|
|
|
Simultaneous interpreting between Japanese and English, translation of documents, minutes-writers |
| Post-conference Expenses (Total) |
¥420,000 |
|
| 1. Office expenses |
¥420,000 |
|
| (a) Printing/Production |
¥315,000
|
|
|
Proceedings |
| (b) Communications/ Transport |
¥52,500
|
|
|
Postage/courier for proceedings |
| (c) Miscellaneous |
¥52,500
|
|
|
Packaging and dispatch |
| Fundraising Expenses (Total) |
¥210,000 |
|
| 1. Travel |
¥52,500 |
Travel for requesting funds |
| 2. Office expenses |
¥157,500 |
|
| (a) Printing/Production |
¥105,000
|
|
|
Fundraising prospectus |
| (b) Miscellaneous |
¥52,500
|
|
|
Documentation |
| Sub-total |
¥41,790,000 |
|
| Administration fee (10%) |
¥4,179,000 |
Domestic and overseas telephone, fax, and e-mail communications, travel expenses for meetings, production of logistics manual, production of visa application documents |
| Grand Total |
¥45,969,000 |
|
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Note: This draft budget is an approximate calculation based on the assumptions outlined above and is for reference purposes only. Actual amounts will vary depending on individual requirements.
|
Sample Estimate for a Symposium |
| 1. |
Outline: 1 day (same-day venue setup), 2 overseas guest speakers (English-speaking), about 2 Japanese guest speakers |
| 2. |
Venue: City conference facility, 1 meeting room |
| 3. |
No. of participants: About 100 |
| 4. |
Items not included: Honoraria, travel expenses, accommodations, meeting room expenses, catering for reception, etc. |
| Item |
Fee(incl. tax) |
Details |
| Secretariat |
¥21,000 |
Stationery, copying, domestic and overseas postage, courier service, etc. |
| Publicity, documentation for participants (Japanese and English), etc. |
¥787,500 |
Conference announcement (2-color), program/documents (in booklet form), nametags, invitations/envelopes, etc. |
| Catering |
¥84,000 |
Coffee breaks, mineral water, boxed lunches for staff, etc. |
| Equipment rental |
¥840,000 |
PC/PC projector and other video equipment, simultaneous interpreting equipment, signage/decorations, etc. |
| Interpreting/Translation |
¥420,000 |
Simultaneous interpreting/translation between Japanese and English, etc. |
| Operational staff |
¥262,500 |
General managers, assistants, bilingual staff, reception staff, equipment operators, etc. |
| Sub-total |
¥2,415,000 |
|
| Administration fee (10%) |
¥241,500 |
Domestic and overseas telephone, fax, and e-mail communications, travel expenses for meetings, production of logistics manual, etc. |
| Grand Total |
¥2,656,500 |
|
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Note: This draft budget is an approximate calculation based on the assumptions outlined above and is for reference purposes only. Actual amounts will vary depending on individual requirements.
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