Am 28.07.2014 18:36, schrieb Maarten Dammers:
Different chapters are looking into organizing next years hackathon. One of the recurring questions is how much it costs to organize such an event. To make it easier to answer this question we published the budget of the Amsterdam hackathon at https://www.mediawiki.org/wiki/Amsterdam_Hackathon_2013/Budget . I believe it's the intention to also publish the budget of this year (Zürich) and 2012 (Berlin). That should give quite a complete overview.
I just did that:
https://www.mediawiki.org/wiki/Z%C3%BCrich_Hackathon_2014/Budget
Please take the figures with a grain of salt. Not all WMF scholarship receipts have been handed in yet, so those numbers are not accurate. Also there have been some re-arrangements of costs between entities offering scholarship and what was a scholarship or a business travel.
But the Youth Hostel bill (and that is the main part) has been settled already.
There were obviously further costs not covered in this budget: Hotel accommodation not booked through us. I know that WMF and WMDE had a bunch of people in some hotels. These costs are NOT included. Also we do not know the reimbursed travel costs by other chapters - we just got the cost estimates in the scholarship applications and later invoiced the accommodation to them.
A note for the Wifi: We had planned to get a sponsor for our own Wifi hardware we could re-use in other events. Our search for sponsors was unsuccessful - too late, as we learned, six months is for most companies NOT ENOUGH! Apply for sponsorships BEFORE SUMMER, at least in Switzerland.
So I bought Wifi gear by myself (as a private person with a freelance business) and rented it to WMCH for 10 EUR / day per device and 25 EUR / day for the server. The switch I already owned was included for free. This obviously didn't make up for the investment (~2.500 EUR) and the equipment is meant to be re-used. I just bought a big box for it and shipped everything to London, for Wikimania. https://www.facebook.com/x80686/posts/321911134652244 If you need it, let me know. When the return of investment is reached I am also happy to rent it for free.
/Manuel