ProjectURBTrans being implementing under CE Programme focusing on development of futuristic and energy efficient urban transport concepts like Flying Trains and SkyTramswith very quiet Short Take-off and Landing technology organized its mid-term conference in Nitra, Slovakia.
The conference was organized by the LP – Advance Transport System Agency from Nitra, Slovakia which is the world leader in this field with the support of PP2 – Flying Vehicles Development GmbH from Dresden, Germany and PP3 – Transport Research Center of the University of Advanced Science from Padova, Italy.
The LP paid some costs related to the organization of the meeting like renting of the venue(1.500 EUR),renting of the equipment(600 EUR) and catering covering the coffee breaks lunch and evening dinner (8.000 EUR). Additionally, in order to familiarize participants of the conference with local wine tradition the LP ordered a couple of bottles of wine from the local vineyards which was served during the dinner (500 EUR). The labels put on the wine bottles were subject to the full respect of publicity rules.
PP2 incurred the costs of conference set including writing materials, leaflets and some promotional gadgets like USB sticks with conference presentations and anti-stress balls prepared in line with publicity rules(4.000 EUR). After the conference, PP2 published ageneral project newsletterin which information about mid-term conference as well as other information related to the latest project developments were published (2.000 EUR). PP3 during the conference was responsible for contacting representatives of the media and organizing a press conference. In total the employee of PP3, Ms. Milo spent two days of her working time to complete this task which was reflected in her timesheets (300 EUR)andshe was contacting representatives of media mainly by e-mail and phone (100 EUR). Shealso rented the room and ordered refreshments for this press conference(900 EUR).
The conference consisted of several sessions during which the representatives of the project partners’ institutions gave their speeches. However, the LP decided to invite also a European expert in the field of advanced transport solutions,Mr. Rosenberg from Switzerland and reimbursed his travel and accommodation costs (800 EUR).LP paid him also separatelythe speaker fee(400 EUR). Unfortunately, one of the employees of PP2 institution Mr. Blumefeld had to cancel his travel in the last minute, because his wife gave birth to his child and he had to stay in Dresden. However, he had already paid for his flight ticket which could have not been returned (250 EUR). Instead of him the speech was delivered by his colleague Ms. Mayworking part-time for the project URBTranswho came by train the day before the meeting(200 EUR). Moreover, costs of accommodation in the hotel and per diems were paid by her employer which is PP2 institution (350 EUR).
LP decided to close the conference with a live concert of local folk group “Sounds of the mountains” and paid the cost of this performance (1.000 EUR).
Workshop 1 – financial exercise
Correctsolution 1LP / PP2 / PP3 / TOTAL
STAFF COSTS / 300 / 300
ADMINISTRATION COSTS / 100 / 100
EXTERNAL EXPERTISE / 800 + 400 / 1200
TRAVEL AND ACCOMMODATION / 200 + 350 / 550
MEETINGS AND EVENTS / 1500 + 600 + 8000 / 4000 / 900 / 15000
PROMOTION COSTS / 2000 / 2000
EQUIPMENT
OTHER
Correctsolution 2
LP / PP2 / PP3 / TOTAL
STAFF COSTS / 300 / 300
ADMINISTRATION COSTS / 100 / 100
EXTERNAL EXPERTISE
TRAVEL AND ACCOMMODATION / 200 + 350 / 550
MEETINGS AND EVENTS / 1500 + 600 + 8000 + 800 + 400 / 4000 / 900 / 16200
PROMOTION COSTS / 2000 / 2000
EQUIPMENT
OTHER
NOT ELIGIBLE EXPENDITURE / 500 + 250 + 1000
*This case is not based on a real project and all activities, names and costs have been developed exclusively for this workshop.