[Qsi_beneficiaries] QSI: Cost of common events.

[Mohsen Razavi]

Hi all,

I think €25k per event as an indicative budget is reasonable. We had the same for QCall with 15 students, but the costs have gone up since then. As Marcos said this was to cover the common costs including event arrangements (venue, invited speakers, …) and accommodation for DCs. Usually breakfast is included in the accommodation costs and lunch is part of the event. So except for gala dinner the other nights people could go out for dinner and get reimbursed later on from their own host institutes.

In terms of accommodation we went for individual rooms per DC. But most of our events were in average hotels with ~€100 per night cost.

Best regards,
Mohsen

On 18 Sep 2023, at 07:04, mcurty en vqcc.uvigo.es wrote:


Dear Andy,

The 25k should cover all *common* costs. This includes the costs of organizing the event (venue, speakers, etc.). In addition, and if possible, it could cover the  accomodation and meals for the DCs. I do not think, however, we must cover the costs of the supervisors from the common pot as they will not be the same for all of us (for example, some supervisors might not stay for the whole event, some institutions might send more than one supervisor to an event, etc).

Also, 25k should be used as a guideline. For example, some events (the PQC School and the QSI workshop) include a "complementary skill workshop", and then, if necessary, the cost might slightly exceed 25k, while other events (the QKD School and the QSI conference) do not include a "complementary skill workshop", so one might expect that the cost is below 25k to compensate. For instance, the KO meeting in Amsterdam was roughly 20k, so, if necessary, the remaining 5k from this event could be invested in the other events. The goal is to not exceed 125k for the five events. If necessary, these issues could be discussed once we have a budget for an event.

Just my two cents!

Cheers,
Marcos.




17 September 2023 at 13:05, "Andreas Hülsing" <andreas en huelsing.net<mailto:andreas en huelsing.net?to=%22Andreas%20H%C3%BClsing%22%20%3Candreas%40huelsing.net%3E>> wrote:

Dear Lorena,

What should be covered from the 25k (asking also as organizer). Only the rooms for DCs assuming they share a room with two students? Or also rooms for one supervisor per partner? Food every day for all three meals? I.e., for the school we currently calculate rooms for students (and I think even supervisors), lunch, breakfast, and one dinner.

Cheers,

Andy


On September 17, 2023 11:31:28 AM GMT+02:00, "Lorena G. Curra" <lcurra en vqcc.uvigo.es> wrote:
Dear all,

Those who have not yet replied to the email below, please do it as soon as possible.

Just that you have a rough idea of the economical implications. If we assume 25k per each of the five mean events (Kick-Off Meeting in Amsterdam, 2 Schools and 2 Conference Workshops), which seems quite reasonable, this would mean that each consortium member should only put an additional 3.5k to the pot to cover all the costs.


Best regards,


Lorena G. Curra

Project Manager QSI


T +34 986 130 060

E lcurra en vqcc.uvigo.es<mailto:lcurra en vqcc.uvigo.es>



[OQXXjeR4TrPHJVrb4GcA]

-------- Forwarded message -------
From: "Lorena G. Curra" <lcurra en vqcc.uvigo.es<mailto:lcurra en vqcc.uvigo.es?to=%22Lorena%20G.%20Curra%22%20%3Clcurra%40vqcc.uvigo.es%3E>>
To: qsi_beneficiaries en qsiproject.eu<mailto:qsi_beneficiaries en qsiproject.eu>
Sent: August 27, 2023 at 1:41 PM
Subject: Cost of common events.

Dear all,

I hope you enjoyed your summer holidays.

I have a question regarding the funding of the five common events of the network. That is, the KO meeting celebrated in Amsterdam + 2 Schools  + 2 workshops/conferences. With the current common pot (and talking into account the part that the Swiss and UK partners must still contribute) on average we have about 19.5k Euros per event. However, we believe this quantity might be a bit short and probably an average cost of 25k per event could be more realistic. This means that eventually we might need to increase a bit the pot.

Now comes the question: Do you think around 25k for each school and workshop/conference could be reasonable?

It is important that we all agree on this for the planning of the comming schools organized by Padova and Eidhoven. Please send us your opinion before September 7.

Best wishes,


Lorena G. Curra

Project Manager QSI


T +34 986 130 060

E lcurra en vqcc.uvigo.es<mailto:lcurra en vqcc.uvigo.es>



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