<div class="gmail_quote"><div>Cameron, see inline comments.</div><div> </div><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div bgcolor="#FFFFFF" text="#000000"><div>
<br>
FOSS4G-NA (David Bitner) and FOSS4G-Nottingham (Stephen Feldman):<br>
* Can you please describe what the maximum exposure will be for
your conference. (in $$).<br></div></div></blockquote><div><br><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left-width:1px;border-left-color:rgb(204,204,204);border-left-style:solid;padding-left:1ex">
FOSS4G-NA and FOSS4G-Nottingham:<br>* Can you please explain the decision points during planning. These decision points will include:<br>** Date<br>** Event<br>** What your maximum exposure will be at this point<br>** What your criteria will be to decide to continue with the conference, or cancel at that point.</blockquote>
</div><div><div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)">We have negotiated with the venue and are able to get these prices with absolutely no room block liability. The only venue liabilities that we have are on the following schedule based on a percentage of our food minimum of $75,000.</div>
<div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)"><ul><li style="margin-left:15px">2012-08-10 (anticipated contract signing) $1,500 (due as a deposit)</li><li style="margin-left:15px">
2012-09-21 25%, $18,750</li><li style="margin-left:15px">2012-12-21 50%, $37,500</li><li style="margin-left:15px">2012-02-21 75%, $56,250</li><li style="margin-left:15px">2012-04-21 100%, $75,000</li></ul><div>This would be in addition to any other expenses that we would incur for hard goods and professional services as we incur those costs. Most additional costs will be in the immediate month prior to the conference.</div>
</div><div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)"><br></div><div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)">
We intend to make sure that this event carries full liability and event cancellation (to cover things beyond our control) insurance.</div></div><div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)">
<br></div><div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)">The total liability to OSGeo will be less the $11,000 that we are receiving from the 2012 NA event.</div>
<div style="color:rgb(34,34,34);font-family:arial,sans-serif;font-size:13px;background-color:rgb(255,255,255)"><br></div><div>The decision points will coincide with the liabilities incurred as per the venue contract.</div>
<div><br></div><div>If we are not able to find a financial backer, we are dead now.</div><div><br></div><div>If we are not able to secure half of our target sponsorship ($30,000) and have full website up and running by 2012-12-21 we should consider cancellation.</div>
<div><br></div><div>If we are not able to secure 3/4 of our target sponsorship ($45,000) and have registration underway with a minimum of 100 registrants we should consider cancellation.</div><div><br></div><div>By 2012-04-21, we should have reached our sponsorship target ($60,000) and our break even point on our budget for registrants (300 in current budget).</div>
<div><br></div><div>As any spending decisions or budget increases per the agreement require unanimous support from our Executive Committee made up of our financial backer (OSGeo), our fiscal agent (SharedGeo), and our Local Committee, any one of these representatives could use their veto to cancel this event. I would expect that this group in collaboration with the groups they represent would be able to come to a consensus if we are not reaching our goals or if there were other concerns with the planning process.</div>
<div><br></div><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex"><div bgcolor="#FFFFFF" text="#000000"><div><div class="im"><br>
3. Earmark a minimum of 50% of net conference profits for future
FOSS4G<br>
North America events (excluding the main FOSS4G international
event).<br></div>
* I think this is a valid request, but there are many grey areas
associated with the wide comment and I believe it requires more
discussion (at least weeks). FOSS4G-NA, in the interests of
getting this motion approved, can we please remove this point from
the motion.</div></div></blockquote><div><br></div><div>No. We are willing to refine this statement, but as we received 100% of net conference profits from our preceding event, we feel it is only fair if we pass a significant amount forward to make sure this event continues. Would limiting it to an earmark of 50% to a 2015 NA Event (2014 if the 2014 International event is not in NA) with that amount rolling back to OSGeo general funds were it not to happen limit this better for you?</div>
<div><br></div><div> David</div></div>