The Oireachtas budgeted for a final bill of up to €885,000 for hosting an international conference early this month, more than three times the original cost estimate.
The three-day event took place from October 2nd to 4th after being postponed during the Covid-19 pandemic at a time when it was hoped the overall cost would be just €292,000.
Estimated costs for the Organisation for Security and Cooperation in Europe (OSCE) conference have since ballooned with officials describing some of the original figures used to budget it as “fanciful”.
Information released in response to an FOI request shows that by September 26th, a few days before the event was due to start, costs were already nearing €330,000.
However, the bill will be much higher with the most recent estimate for the conference – prepared on September 23rd – calculated at €884,943 inclusive of VAT.
A spokesperson for the Oireachtas did say savings had been made “across a number of areas” and it was hoped the final figure would ultimately be below the estimate.
An earlier submission on the event from July said “high inflation” had sent costs soaring with an official dinner originally priced at €28,800 in 2021.
A revised estimate said: “[This] was costed at the approved expenditure limits on entertainment per [official government circular] … which is fanciful at today’s prices.
“The Convention Centre Dublin’s cheapest three-course dinner is €75 per person, not including VAT or wine.”
It said attendance at the conference had at first been calculated based on 400 people, but that 500 were now expected to attend.
The submission said transport costs had been dramatically underestimated at just €20,000 in the 2021 documents.
An official wrote: “Either this was a major under-estimate or transport prices have increased very substantially.
“We are budgeting for €100,000 and aiming to reduce this by cutting airport transfers from the transport offering.”
It said “additional economies” were needed to keep the cost of the event at around €880,000.
This included the axing of a promotional reception even though it was “customary” for the host, and which would have cost an added €20,000.
It added that the original proposal was for a “beef-based menu” at €90 per person for the official dinner, but this was cut back to a “chicken-based” one for €75, saving €7,380.
There was a proposal as well to host the reception in the Guinness Storehouse, but the Oireachtas opted to stay in the Convention Centre as it would have been €17,000 more expensive to move.
Transport to and from the airport “although customary” was also chopped from the budget and would have cost around €25,000.
A plan for gift bags was also dropped for all but delegation secretaries, but this decision was made “as much about sustainability as cost”.
A submission said: “Too many cotton totes are produced, and they are an environmental problem in themselves.”
Even with those savings, the estimated cost for the event was put at €880,000, triple the figure floated in the first business case prepared in 2021.
An updated September advisory on costs said this would be made up of €307,500 in venue hire and €193,536 for venue services.
A further €148,952 would be spent on catering for up to 500 people while €12,423 was budgeted for “culture [and] music.”
Display and printing costs were estimated at €13,323 with gifts expected to cost the taxpayer €18,450.
Other costs listed included €20,499 for interpretation fees in six languages, €12,300 in photography bills, €9,840 for security, €13,000 for staff overtime, and €55,350 for transport services.
This September 23rd submission said the estimated total was €884,943 but that there would be significant “reputational benefits” for Ireland and that it would help promote subsequent tourism.
When information on the event was sought from the Oireachtas in late September, around €330,000 worth of invoices had at that stage been received.
This included a deposit of €30,750 for the Convention Centre and three further payments of €92,250 each for hire of the centre.
Other invoices listed were two €5,107 payments for a catering deposit, €2,148 for staff accommodation, and €1,119 for graphic design.
Invoices had also been submitted for €314 for wrist bands with high security considered essential for the event.
An earlier risk assessment on the conference said protests could be “expected” and gardaí would be maintaining a presence.
The assessment added: “Body and bag scanning will be in place and all attending will be badged and no entry is permitted without valid passport ID.”
Asked about the expenditure, a spokeswoman for the Oireachtas said the event offered an opportunity to showcase Ireland to participants from fifty-seven countries.
She said: “Host cities of international conferences and events enjoy an increased global profile as well as immediate and short-term economic benefits and possible growth in local employment.
“Hosting events like these provides an opportunity to demonstrate to the world, through both the experience of delegates and coverage in international media, what Ireland Inc. has to offer.”
