SayPro Budget and Resource Allocation

Travel & Transportation

1.1 Staff Travel:

• Airfare (for SayPro staff, judges, and technical crew traveling between cities)
  • Number of staff members: 10 (Event Manager, Technical Team, Judges, and Support)
  • Average flight cost per person: $150 (Domestic round trip)
  • Total airfare cost: $150 x 10 = $1,500
• Local Transportation (within cities for staff, judges, and contestants)
  • Transport per city: Buses, taxis, or rental cars for transportation of staff/contestants.
  • Estimated cost per city: $300 (Rental/Taxi for local transport)
  • Total transportation cost for 6 cities: $300 x 6 = $1,800

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1.2 Contestant Travel Assistance:

• Local Travel: For contestants traveling to the audition venue within each city.
  • Average cost per contestant: $10 (local travel assistance for 300 contestants)
  • Total local contestant travel for 6 cities: $10 x 300 x 6 = $18,000

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2. Accommodation

2.1 Staff Accommodation:

• Hotel Rooms: For SayPro staff (event manager, judges, technical crew, and support staff).
  • Number of rooms required per city: 10 rooms (average 2-3 people per room)
  • Average hotel room cost per night: $100
  • Number of nights per city: 2 nights (for each city stop)
  • Total accommodation cost for staff in 6 cities: $100 x 10 rooms x 2 nights x 6 cities = $12,000

2.2 Contestant Accommodation:

• Hotel Rooms for Contestants (if necessary):
  • Average number of contestants requiring accommodation per city: 50
  • Average cost per room: $50 per night (for contestants traveling from remote areas)
  • Number of nights per contestant: 1 night
  • Total accommodation cost for contestants in 6 cities: $50 x 50 contestants x 6 cities = $15,000

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3. Venue & Equipment Setup

3.1 Venue Rental:

• Venue Hire for 1 Day (including facilities for stage, sound, and lights)
  • Average cost per venue: $500 per day
  • Number of cities: 6
  • Total venue rental cost: $500 x 6 = $3,000

3.2 Technical Equipment:

• Audio/Visual Equipment: Microphones, speakers, lighting, cameras, etc.
  • Equipment rental per city: $1,000
  • Total for 6 cities: $1,000 x 6 = $6,000

3.3 Stage Setup:

• Stage Construction: For performances, including sound checks, stage decoration, and lighting.
  • Estimated stage setup per city: $1,500
  • Total for 6 cities: $1,500 x 6 = $9,000

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4. Staff & Operational Costs

4.1 Local Staff Fees:

• Local Team Recruitment (Coordinators, security, technical crew):
  • Average daily fee per staff member: $50
  • Number of local staff per city: 15
  • Number of days per city: 2
  • Total cost for local staff per city: $50 x 15 x 2 = $1,500
  • Total for 6 cities: $1,500 x 6 = $9,000

4.2 Food & Beverages:

• Meals for Staff & Contestants:
  • Daily meal cost per person: $20 (for 50 staff members per day)
  • Total daily food cost for staff (for 2 days): $20 x 50 x 2 = $2,000
  • Contestants’ Meals: Estimated for 300 contestants per city
  • Total contestant meal cost per city: $20 x 300 = $6,000
  • Total food & beverage costs for 6 cities: ($2,000 + $6,000) x 6 = $48,000

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5. Marketing & Promotion

5.1 Advertising & Media Campaign:

• Social Media Promotion: Facebook, Instagram, YouTube ads, etc.
  • Total ad spend for promotion in all cities: $2,000 per city
  • Total ad spend: $2,000 x 6 = $12,000

5.2 Print Materials:

• Flyers, Posters, Banners for local distribution and promotion
  • Cost per city: $500
  • Total for 6 cities: $500 x 6 = $3,000

5.3 Local Radio & TV Ads:

• Cost per city: $1,000 per city
• Total cost for 6 cities: $1,000 x 6 = $6,000

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6. Miscellaneous Costs

6.1 Contingency Fund:

• Contingency for unforeseen expenses: 10% of the total budget
  • Total contingency: $15,000

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Summary of Total Budget

Category	Cost ($)
Travel (Staff + Contestants)	$20,300
Accommodation (Staff + Contestants)	$27,000
Venue & Equipment Setup	$18,000
Staff & Operational Costs	$59,000
Marketing & Promotion	$21,000
Miscellaneous & Contingency	$15,000
Total Estimated Budget	$160,300

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Conclusion

This budget is a comprehensive overview of the costs required to execute the nationwide audition tour. The total budget of $160,300 ensures the necessary resources for staff travel, contestant accommodation, venue setup, and marketing efforts.