Event budget

Expected expenses

To help you plan an event budget, here is an outline of the expenses you will incur when hosting an AIMday event.

 

 

Production expenses

Staffing and resources

As an organiser of an AIMday event, you will need to allocate energetic people with a broad range of managerial and social skills, as well as the necessary time, to the task. A designated AIMday Coordinator is essential. When organising an AIMday for the first time, the entire six-step ‘planning to follow-up’ process spans about six to eight months. The working hours required in every step of the process depends on a lot of things, such as the scope of your event and the nature of the networks you have both within the research community and outside of academia. However, through the training provided, you will be able to get a good idea of staffing, what needs to be done, when it needs to be done and the time required. The training and support also cover the tailored, and timesaving, AIMday administrative tools that all university AIMday hosts have access to free of charge.

The AIMday process

On-site event expenses

Venue costs & food and catering

The venue space is key when it comes to AIMday. Since workshops are held in separate rooms you need a number of meeting rooms depending on the number of workshops. So be sure to book a venue that has flexibility in capacity. The venue space should also have a networking area with a combination of seating areas and standing tables to make it easier for participant to move freely and interact with others. Furthermore, you will need a space for a registration desk easily accessible. Most AIMday events take place on university campuses. It can be a way to keep costs down while providing external organisations a glimpse of your university. In addition, hosting your AIMday event on campus makes it easily accessible for your academics.

Catering is an example of a variable expense that changes based on your attendance numbers. Have coffee/tea available from the time that registration opens and throughout the day. Lunch should preferably be networking-friendly in the sense that it should not require sitting at a table to eat.

What is AIMday

Administrative expenses

Training and support

Since one key goal of Uppsala University’s AIMday is to create added value for research faculties at other leading universities (and thereby help develop and share innovation know-how with them), the only fee we request of an organiser of AIMday (the user) is the full cost of the training and support that we provide. This naturally varies from event to event but you can be rest assured that we are there to support you whenever needed. The mandatory AIMday training that is provided usually takes up to one day of your time and it takes place at an early stage to put you and your team in the best position possible going forward. The training can take place online, at your university or at your dedicated AIMday hub. You will be responsible for any travel/accommodation costs incurred for your university.

Features

Free of charge for participants

Participation in AIMday is free of charge for everyone, both academic researchers and representatives from organisations, as we want to lower thresholds for meetings and knowledge exchange and make it easy for any organisation to get access to academic knowledge.

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