<html><head><meta http-equiv="Content-Type" content="text/html charset=utf-8"></head><body style="word-wrap: break-word; -webkit-nbsp-mode: space; -webkit-line-break: after-white-space;" class=""><div class="">Ottawa is very much in the same boat here. We’re committed to ensuring that OSGeo does get a very significant proportion of any surplus that arises — the examples provided within the bid testify to this.</div><div class=""><br class=""></div><div class="">Thanks,</div><div class=""><br class=""></div><div class="">Dave</div><div class=""><br class=""></div><div class=""><br class=""></div><br class=""><div><blockquote type="cite" class=""><div class="">On Oct 30, 2015, at 2:57 PM, Robert Cheetham <<a href="mailto:cheetham@azavea.com" class="">cheetham@azavea.com</a>> wrote:</div><br class="Apple-interchange-newline"><div class=""><div dir="ltr" class="">Apologies to the list. I thought I'd hit Reply-All. Regarding your followup question:<div class=""><br class=""></div><div class=""><div class="gmail_extra"><div class="gmail_quote"><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"><div style="word-wrap:break-word" class=""><div class=""><br class=""></div><div class=""><i class="">Can you clarify one further question re 5) below. If attendance is less than 1000 how does the surplus (presumably less than $75k) get shared between OSGeo, you organising committee and the PCO?</i></div><div class=""><br class=""></div></div></blockquote><div class=""><font color="#0000ff" class=""><br class=""></font></div><div class=""><span class=""><div style="line-height: 1.38; margin-top: 0pt; margin-bottom: 0pt;" class=""><span style="font-family:Arial;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class=""><font color="#0000ff" class="">We recognize the importance of this payment to OSGeo, and also the importance of a well run FOSS4G conference that makes attendees, speakers, and sponsors happy. We are confident that the combination of our very experienced team, an outstanding location, and deep well of passion for making FOSS4G a success will enable us to meet or exceed expectations all around.</font></span></div><font color="#0000ff" class=""><br class=""></font><div style="line-height: 1.38; margin-top: 0pt; margin-bottom: 0pt;" class=""><span style="font-family:Arial;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class=""><font color="#0000ff" class="">At attendee levels less than 1,000, the payment to OSGeo would scale down, while remaining as generous as we can make it. In the unlikely event that there is no surplus, a payment will not be made. Under no circumstances, however, will OSGeo be required to cover a loss, but no payment will be made to OSGeo that causes the conference to run at a loss. We believe this represents a shared risk for the OC, the PCO and OSGeo.</font></span></div><font color="#0000ff" class=""><br class=""></font><div style="line-height: 1.38; margin-top: 0pt; margin-bottom: 0pt;" class=""><span style="font-family:Arial;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class=""><font color="#0000ff" class="">At the lowest levels approaching break even, we will use our experienced judgement about deciding between cuts to F&B and any other expenses we can cut, and a slightly larger payment to OSGeo. This is largely hypothetical, as we are confident FOSS4G 2017 in Philly will be a huge success.</font></span></div><font color="#0000ff" class=""><br class=""></font><div style="line-height: 1.38; margin-top: 0pt; margin-bottom: 0pt;" class=""><span style="font-family:Arial;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class=""><font color="#0000ff" class="">We trust OSGeo’s support of the event, including widely socializing the benefits of the program to the community at large, will help ensure the number of attendees and sponsors will enable us to exceed our goal. </font></span></div><div class=""><span style="font-size: 14.6667px; font-family: Arial; vertical-align: baseline; white-space: pre-wrap; background-color: transparent;" class=""><br class=""></span></div></span></div><div class=""><br class=""></div><div class="">Regards,</div><div class=""><br class="">Robert</div><div class=""><br class=""></div><div class=""> </div><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"><div style="word-wrap:break-word" class=""><div class=""><div class=""><span style="border-collapse: separate; font-family: Helvetica; font-style: normal; font-variant: normal; font-weight: normal; letter-spacing: normal; line-height: normal; text-align: -webkit-auto; text-indent: 0px; text-transform: none; white-space: normal; word-spacing: 0px;" class=""><span class=""><font color="#888888" class=""><br class=""></font></span></span>
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<br class=""><div class=""><blockquote type="cite" class=""><div class="">On 30 Oct 2015, at 04:59, Robert Cheetham <<a href="mailto:cheetham@azavea.com" target="_blank" class="">cheetham@azavea.com</a>> wrote:</div><br class=""><div class=""><div dir="ltr" class="">Steven,<div class=""><br class=""></div><div class="">Thank-you for your questions. The Philadelphia response is provided below:</div><div class=""><br class=""></div><div class="">Regards,</div><div class=""><br class=""></div><div class="">Robert</div><div class=""><br class=""></div><div class="gmail_extra"><div class=""><div class=""><div dir="ltr" class="">------------------<br class=""><br class=""><span class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">1. The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Ottawa. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">We developed our budget in collaboration with our PCO. The Eclipse Foundation has extensive experience based on operating large open source conferences for many years, including the FOSS4G North America conference ins 2015 and 2016. Their estimates are likely far better than ours would be without them. Beyond that, as our bid notes, our estimates are based on estimates provided by the Pennsylvania Convention Center, Marriott Hotel, and Philadelphia CVB. We have as much confidence in them as is possible prior to contracting. Further, the PCO has agreed to underwrite the conference and to cover any losses, so they are extremely motivated to develop conservative, achievable estimates.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">2. Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">We developed our sponsorship targets in collaboration with our PCO. Given their experience with FOSS4G NA 2015 and 2016, their close work with their membership base, many of which are key sponsors, and experienced business development team, we believe our sponsorship estimate to be reasonable and credible.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">3. Do you require a guarantee from OSGeo? If so please provide details</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">No guarantee is required by OSGeo. Our PCO has agreed to finance the conference and cover any loss.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">4. What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">We used the following for an estimate: </span></div><ul style="margin-top:0pt;margin-bottom:0pt" class=""><li dir="ltr" style="list-style-type:disc;font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;background-color:transparent" class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">64% pay full access</span></div></li><li dir="ltr" style="list-style-type:disc;font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;background-color:transparent" class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">8% student</span></div></li><li dir="ltr" style="list-style-type:disc;font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;background-color:transparent" class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">4% non-corporate</span></div></li><li dir="ltr" style="list-style-type:disc;font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;background-color:transparent" class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">10% sessions only</span></div></li><li dir="ltr" style="list-style-type:disc;font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;background-color:transparent" class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">15% workshop only.</span></div></li></ul><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">5. Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">Our threshold is 1,000 for $ 75K. Payment of 75K would occur at the 1,000 attendee mark as detailed in our proposal. We believe the attendee estimates to be credible for the Philadelphia area.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">6. What is your break even level?</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">The break even level is approximately 785 people based on a conservative budget. In reality, it is probably a bit lower as we would be able to make adjustments to some expenses such as F&B and still remain above the minimums required to avoid incurring a penalty.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">7. Can you provide an estimate of the loss per delegate below your break-even level</span></div><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">As attendance goes down, fixed costs are spread across a smaller and smaller base so it is variable based on attendance. As described above, our PCO has agreed to cover any losses.</span></div><br class=""><div style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" class=""><span style="font-family:Arial;font-style:italic;vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">8. Please detail the PCO fee structure</span></div><span style="font-family:Arial;color:rgb(0,0,255);vertical-align:baseline;white-space:pre-wrap;background-color:transparent" class="">On page 15, the PCO fee structure is listed as “Operations” and is listed as $90,000. The range of services being provided by the PCO are listed on page 12, and include financing the conference, graphics design, web design, registration management, session management, managing subcontractors like decorators/AV/Internet/etc., marketing, business development and working with sponsors.</span></span><br class=""><br class=""><div class=""><div class=""><br class=""></div></div></div></div></div>
<br class=""><div class="gmail_quote">On Thu, Oct 29, 2015 at 3:36 PM, Steven Feldman <span dir="ltr" class=""><<a href="mailto:shfeldman@gmail.com" target="_blank" class="">shfeldman@gmail.com</a>></span> wrote:<br class=""><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"><div style="word-wrap:break-word" class="">Hi Boston, Ottawa and Philadelphia<div class=""><br class=""></div><div class="">Thanks for your hard work in submitting proposals.</div><div class=""><br class=""></div><div class="">No doubt you will receive questions from others on programming and other topics, my questions will focus primarily on financial matters.</div><div class=""><br class=""></div><div class=""><b class="">Boston</b></div><div class=""><ol class=""><li class="">There appears to be a requirement to fill a block of hotel rooms over 5 nights. What are the consequences if you fail to fill these rooms</li><li class="">You mention that you will be seeking a financial guarantee from OSGeo</li><ol class=""><li class="">Can you advise the extent of the guarantee required</li><li class="">How will you mitigate any shortfall beyond the level of the guarantee</li><li class="">Can you confirm that you have read the draft agreement prepared for 2016 and that you would be willing to enter into a similar agreement</li></ol><li class="">You mention workshop presenter compensation, can you provide details of this.</li><li class="">Can you provide an estimate of the loss per delegate below your break-even of 700</li><li class="">Your sponsorship estimates are very ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?</li><li class="">Please detail the PCO fee structure</li><li class="">What is the travel time between the two workshop venues?</li></ol><div class=""><br class=""></div><div class=""><b class="">Ottawa</b></div><div class=""><ol class=""><li class="">The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Philadelphia. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?</li><li class="">Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?</li><li class="">Do you require a guarantee from OSGeo? If so please provide details.</li><li class="">What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?</li><li class="">Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates</li><li class="">What is your break even level?</li><li class="">Can you provide an estimate of the loss per delegate below your break-even level</li><li class="">Please detail the PCO fee structure</li></ol><div class=""><br class=""></div><div class=""><b class="">Philadelphia</b></div><div class=""><ol class=""><li class="">The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Ottawa. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?</li><li class="">Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?</li><li class="">Do you require a guarantee from OSGeo? If so please provide details.</li><li class="">What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?</li><li class="">Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates</li><li class="">What is your break even level?</li><li class="">Can you provide an estimate of the loss per delegate below your break-even level</li><li class="">Please detail the PCO fee structure</li></ol><div class=""><br class=""></div></div></div><div class="">Look forward to hearing from you all</div><div class=""><br class=""></div><div class="">Cheers</div><div class="">
<span style="border-collapse:separate;line-height:normal;border-spacing:0px" class="">______<span class=""><font color="#888888" class=""><br class="">Steven<br class=""><br class=""></font></span></span>
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