Budget 20152016 HEPTech Steering Committee Meeting 11 May

Budget 2015/2016 HEPTech Steering Committee Meeting, 11 May 2016 Geneva, Switzerland António de Valladares Pacheco, HEPTech Coordination Manager www. heptech. eu

2015 Budget and It’s Execution Good Execution • Underspend according to budget predictions for 2015 • Budgeted for about 215 k€ Spend • Actual spend is 200 k€ (including payments to come) Negative Balance • Still in red, since we are missing 20 k€ in contributions 2014/2015 • Cash in Team Account after 2015 was approx 0€ (-497. 67€) • Still waiting to pay for Symposium and Yearbook (6 k€) www. heptech. eu

2015 Budget and Execution www. heptech. eu

2015 Budget and It’s Execution Predicted spend in 2015 Total Spent Balance Predicted spend for Events*: • Predicted: 79 k€ • Spent: 51 k€ • Balance: +28 k€ Predicted spend for Projects and Services: = 214. 5 k€ = 201 k€ = 13. 5 k€ Predicted spend for Back Office: • Predicted: 109 k€ • Spent: 116 k€ • Balance: -7 k€ Predicted spend for Travel: • Predicted: 9 k€ • Spent: 9 k€ • Balance: 0 k€ * HEPTech Symposium was a major factor, costing 17 k€ vs expected 30 k€ www. heptech. eu • Predicted: 17. 5 k€ • Spent: 25 k€ • Balance: -7. 5 k€

2014/2015 Contributions www. heptech. eu

2014/2015 Contributions 2014 Contributions 2015 • Total amount received: 100, 899. 41€ • Expected: 110 k€ • Missing nodes: • Total amount received: 100, 689. 82 € • Expected: 110 k€ • Missing Nodes: Weizman, CEA, Demokritos Missing funds: 20 k€ * Mismatch between invoiced and paid amounts are also factors www. heptech. eu

End of 2015 www. heptech. eu

Looking back at 2015 • Good execution of the budget: +13. 5 k€ • Missing funds from Subscriptions 2014/2015: -20 k€ • We were aiming for a balance of Zero • However, negative balance at the end of 2015: -6. 5 k€ www. heptech. eu

Looking to 2016 www. heptech. eu

Workplan and Budget 2016 Last December we predicted by the end of 2016 a worse case of negative 20 k€ to manage down to zero: • We are focusing activity and running 6 AIME which are co-sponsored and co-funded. • HEPTech Symposium is predicted to cost 20 k€ • Controled spend with events to about 50 k€. (smallest yet) • Taking the news from execution in 2015 (-6. 5 k€) we must manage 26. 5 k€ cost out of the budget. • Subscriptions in 2017 will go to 6 k€ and 3 k€, but that is next year. • Still, we need to adjust the budget this June. www. heptech. eu

How should we adjust for June Board Meeting? Missing subscriptions are a problem • What to do about missing subscriptions? • In future assume 80% subscriptions Proposed adjustments • • www. heptech. eu Reducing travel support is the most efficient and direct adjustment. Reducing AIME budget is not a viable since all event organisation has already begun. Cancelling events should be a last resort. Industrial Sponsorship should be enforced to render a shared benefit.

The end www. heptech. eu