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
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
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
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
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
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
6. Miscellaneous Costs
6.1 Contingency Fund:
- Contingency for unforeseen expenses: 10% of the total budget
- Total contingency: $15,000
Summary of Total Budget
Category | Cost ($) |
---|---|
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 |
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.
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