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How to plan your budget?

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Budgeting is one of the most important
tasks of a TEDx event.

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Sure, you don't want to lose money.

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Generally, you will need to pay
for some of your staff,

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your location, technical equipment,
catering, and communications.

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You can earn revenue
with ticket sales and sponsorships.

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So, take your time to plan,

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update your budget frequently,
and ask fellow TEDx organizers to help you.

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Let's have a look at the costs first.

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Good staff is key.

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The more positions you and your team
can cover, the better.

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For other tasks, try to involve volunteers,
and convince partners to work for free.

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Also, speakers are not being paid.
This is a TEDx rule.

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But, you will have to pay for travel costs,
accomodation, and food expenses.

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For the actual event,
you need to lent a good location.

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If it is your first TEDx event,
start with a small to mid-size location.

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Better to have a full audiotrium
than empty seats.

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Always include equipment rental, staff
and transport costs to your calculation.

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Keep in mind. Off locations involve
higher expenses for transport.

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Do you need
any insurances and permits?

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Also, think of
cleaning costs after the event.

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Always write a technical concept
for your event.

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You will need
a live presentation system,

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projectors, screens, microphones,
sound, light and laptops.

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For documentation purposes,
you should have video cameras set up,

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also ask a photographer
to take pictures.

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Be aware: post production costs
are often underestimated.

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If you want a live stream, make sure you have
a fast and reliable Internet connection.

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Check which hardware is already
avilable and included at your location.

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Do you have to rent
additional equipment?

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In the breaks of your TEDx event,
it's good to provide food and beverages.

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To calculate catering cost,

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multiply the number of expected guests
with the cost per person.

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Decide on the amount
and quality of catering,

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depending on time of day
and duration of your event.

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To reduce costs, a proper buffet
can be replaced by light snacks, or finger food.

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Sponsors can help you
lower catering cost.

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To attract guests, you will have to design
and produce a communications package.

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An invitation, printed or per email,

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advertising material, a web site,
badges, and a program booklet.

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Also, a TEDx branding
for stage and screens.

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It is always good to work
with a professional designer.

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The results will look much better.

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Calculate production, postal,
and potential ad placement costs.

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Your main source of revenue
are ticket sales.

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Multiply the potential number of attendees,
not seats, with the envisioned ticket price.

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Ticket prices should be reasonably low
to attract a broad audience.

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Keep in mind that you calculate
a contingent of free tickets

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for speakers, team, press,
and sponsors.

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In the end, costs and revenues
should, of course, be balanced.

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If not so yet, sponsors may
give you additional financial support.

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Prior to finalizing your budget,

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it is always good to talk to fellow organizers
to exchange ideas and experiences.

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Good luck with calculating
your TEDx event.

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[Produced by TEDxBerlin]

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[Producer/speaker: Stephan Balzer]

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[Illustration: Marvin Clifford]

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[Creative direction: Marko Thorhauer]

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[Sound: Lars Damm]