<div dir="ltr"><div><br>Dear Till,<br><br>After talking with the POC, they reassured me that the budget estimation has been done with a generous estimation for costs, which they expect should be lower in the end. <br><br>The economic situation should also be better in 2019 than it is right now, therefore the goals should be even easier to get then. The POC estimated also a low sponsorship for public administrations, who in Spain usually spend more money in this kind of events (specially considering the attention we have already received just by saying we intend to get the conference in Sevilla). We also didn't do a full round on all the possible companies that can sponsor, we just stopped when we saw the estimation had enough income.<br><br>In the case of getting less than 900 attendees also the costs will be reduced, so we will have less expenses only by lowering the catering and presents. Same happens if we get less sponsors (we have to spend less in their free tickets, for example).<br><br>About the workshops we will study if we can get a lower price below 100€, which may be possible once we start signing contracts. We understand the importance of having a low price, but at the same time, we wanted to make sure we provide a realistic budget that will not cause economic problems later. We will have time to lower the prices of workshops after we see some of the final costs and before we start selling them.<br></div><div><br>Regards,<br>María.<br></div><div class="gmail_extra"><br><div class="gmail_quote">On Thu, Dec 14, 2017 at 1:26 PM, Till Adams <span dir="ltr"><<a href="mailto:till.adams@fossgis.de" target="_blank">till.adams@fossgis.de</a>></span> wrote:<br><blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
  
    
  
  <div text="#000000" bgcolor="#FFFFFF">
    <p>Hi Maria,</p>
    <p>no problem, all is well ;-) -- I played a little on my own to
      asnwer my questions</p><span class="m_-6250256669263562965HOEnZb"><font color="#888888">
    <p>Till</p></font></span><div><div class="m_-6250256669263562965h5">
    <p><br>
    </p>
    <br>
    <div class="m_-6250256669263562965m_4139047994569374735moz-cite-prefix">Am 13.12.2017 um 15:56 schrieb María
      Arias de Reyna:<br>
    </div>
    <blockquote type="cite">
      <div dir="ltr">
        <div>
          <div>Dear Till,<br>
            <br>
          </div>
          Playing with the spreadsheet you can see that if we get 25%
          less on sponsorship, we will still be over budget except on
          the 900 attendees case. On that case will have like 25 000€
          less but we still have like 33 000€ in the unforeseen
          incidentals costs, so we will still be inside the expected
          budget.<br>
        </div>
        <div><br>
        </div>
        <div>The problem is going further than that before the Q&A
          time finishes, looking for cheaper options or trying to
          accommodate other costs to be less expensive. There are
          expensive things like the streaming we can cut costs if
          needed. There are other things we can try to do with
          volunteers instead of a professional company (at least
          partly). But I am confident we have enough margin to either
          cut costs or invest more efforts in looking for sponsors if we
          run into economic problems.<br>
        </div>
        <div><br>
          <div><br>
          </div>
        </div>
      </div>
      <div class="gmail_extra"><br>
        <div class="gmail_quote">On Wed, Dec 13, 2017 at 3:30 PM, Till
          Adams <span dir="ltr"><<a href="mailto:till.adams@fossgis.de" target="_blank">till.adams@fossgis.de</a>></span>
          wrote:<br>
          <blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
            <div text="#000000" bgcolor="#FFFFFF">
              <p>Dear Maria,</p>
              <p>no worries, I know, that this may cause some work -
                maybe some things to consider, if SLOC wins the
                competition...</p>
              <p>(although the calculation sheet delivered should help
                you to to this within some minutes ;-))<span class="m_-6250256669263562965m_4139047994569374735HOEnZb"><font color="#888888"><br>
                  </font></span></p>
              <span class="m_-6250256669263562965m_4139047994569374735HOEnZb"><font color="#888888">
                  <p>Till<br>
                  </p>
                </font></span>
              <div>
                <div class="m_-6250256669263562965m_4139047994569374735h5"> <br>
                  <div class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566moz-cite-prefix">Am
                    13.12.2017 um 15:14 schrieb María Arias de Reyna:<br>
                  </div>
                  <blockquote type="cite">
                    <div dir="ltr">
                      <div>
                        <div>Dear Till,<br>
                          <br>
                        </div>
                        I passed the questions to the PCO, but I am not
                        sure we will be able to elaborate another budget
                        in such a short notice. <span id="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-result_box" class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-" lang="en"><span class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-">The
                            current budget already considers a margin of
                            error in our favor </span></span><span id="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-result_box" class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-" lang="en"><span class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-"><span id="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-result_box" class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-" lang="en"><span class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566gmail-">and
                                several costs that are optional</span></span>,
                            but we understand your worries.</span></span>
                        We are aware of your concern and, if chosen, we
                        will work on it. <br>
                      </div>
                    </div>
                    <div class="gmail_extra"><br>
                      <div class="gmail_quote">On Wed, Dec 13, 2017 at
                        2:54 PM, Till Adams <span dir="ltr"><<a href="mailto:till.adams@fossgis.de" target="_blank">till.adams@fossgis.de</a>></span>
                        wrote:<br>
                        <blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">
                          <div text="#000000" bgcolor="#FFFFFF">
                            <p>Dear Maria,</p>
                            <p>thanks for your quick answers. I added
                              two comments on your answers into the
                              WIKI. If possible, you might find some
                              time to work on these as well.. ?</p>
                            <span class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566HOEnZb"><font color="#888888">
                                <p>Till<br>
                                </p>
                              </font></span>
                            <div>
                              <div class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566h5">
                                <p><br>
                                </p>
                                <p><br>
                                </p>
                                <br>
                                <div class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566m_5758566215386320922moz-cite-prefix">Am
                                  11.12.2017 um 19:57 schrieb María
                                  Arias de Reyna:<br>
                                </div>
                                <blockquote type="cite">
                                  <div dir="ltr">
                                    <div>Dear Till,<br>
                                      <br>
                                    </div>
                                    We have been able to compile the
                                    answers sooner as expected. Thanks
                                    Paul, Steven and Till for the
                                    questions! <br>
                                    <br>
                                    <br>
                                    You can find your answers on the
                                    wiki too:<br>
                                    <br>
                                    <ul>
                                      <li> <b>General remark: although
                                          I like the idea to write a
                                          story around the proposal,
                                          nevertheless, for me it seems
                                          unnecessary difficult to find
                                          single events and approach the
                                          structure. This maybe the
                                          cause for some questions, you
                                          already answered in your
                                          proposal...</b></li>
                                    </ul>
                                    <p>The idea to relate the Magellan
                                      and Elcano voyage was done to
                                      transmit the importance that the
                                      landmark of the first
                                      circumnavigation can have to our
                                      tribes and the general feeling in
                                      Spain. We apologize for any
                                      inconvenience on the easy reading
                                      of the document. Please do not
                                      hesitate to ask everything you
                                      don’t see clearly expressed in our
                                      proposal. </p>
                                    <ul>
                                      <li> <b>the workshop fee of
                                          110/160 seems slightly high
                                          (guess we had 80/100) or is it
                                          per day (w workshops)?</b></li>
                                    </ul>
                                    <p>It’s per workshop, but in our
                                      calculation, we assume that
                                      everybody will pay 110€ (early
                                      bird) and we are offering
                                      additional 10% discount for people
                                      registering to two sessions. It is
                                      true the price is higher than in
                                      previous years, but we are
                                      providing a more complete service
                                      and a good percentage of free fees
                                      to compensate those who will be in
                                      disadvantage for this price
                                      change. Opposite to previous
                                      conferences, we are providing
                                      computers to all attendees and
                                      lunch, so the real final price
                                      will be cheaper for those who
                                      attend. </p>
                                    <ul>
                                      <li> <b>the total calculation
                                          seems a bit risky to me (e. g.
                                          1200 participants, 40k
                                          surplus) - where are the
                                          levers that reduce your risk
                                          except to increase the
                                          participation fees?</b> </li>
                                    </ul>
                                    <p>As we have stated in other
                                      questions, we have tried to be
                                      quite cautious with planning the
                                      expenses, and our intention is to
                                      negotiate those prices to put the
                                      costs down. We think we can make a
                                      bigger surplus for the same number
                                      of attendees. We think that it is
                                      safer to calculate on higher costs
                                      and lower profits at the beginning
                                      and then turn those numbers
                                      around. </p>
                                    <p>In fact, part of the risk is
                                      already calculated on the budget
                                      as an added percentage per cost.
                                      Profit that came from lowering the
                                      costs in the final price will be
                                      revenue for OSGeo. </p>
                                    <ul>
                                      <li> <b>Does Gala Dinner mean
                                          Gala Dinner or is it also
                                          somewhat socializing (I think
                                          this is an important point. If
                                          x hundred people are seperated
                                          by fixed seats on tables,
                                          socializing is difficult (I
                                          think the Gala Dinner of the
                                          2010 Barcelona event is an
                                          example for what I fear,
                                          socializing took place in
                                          front of the door, not really
                                          inside)</b></li>
                                    </ul>
                                    <p>We fully agree with your thoughts
                                      about the need of socializing.
                                      Intentionally the gala dinner is
                                      made in a format that allows
                                      exchange and networking
                                      (cocktail). Although there will be
                                      many high tables and stools or
                                      other type of chairs, (plus some
                                      contingency tables for people who
                                      need it), there will always be
                                      people who have to stand. That
                                      doesn’t mean that we’ll not enjoy
                                      very abundant and good quality
                                      food, nicely prepared as we can
                                      expect from a Gala Dinner. The
                                      space we have chosen it’s a
                                      perfect venue for this kind of
                                      dinner. The idea is to have a
                                      dynamic dinner, where people moves
                                      around the food and beverage while
                                      socializing. </p>
                                    <p>Please see also our previous
                                      answers regarding the dinner. </p>
                                    <ul>
                                      <li> <b>In Bonn we shaped the
                                          Code Sprint around the
                                          conference. The idea was, to
                                          give the people the
                                          opportunity to work together,
                                          once they are in place anyhow.
                                          Do you see a chance for <a href="http://s.th" target="_blank">s.th</a>.
                                          similar for 2019?</b></li>
                                    </ul>
                                    <p>Having a CS during the whole week
                                      is not planned at this point, but
                                      we see no reason not to do it. If
                                      there are enough developers
                                      interested in a CodeSprint during
                                      the week, there is a building just
                                      in front of the venue we can use
                                      for having a CodeSprint during the
                                      week. We have negotiated the use
                                      of some of its rooms before for
                                      free for other events, as long as
                                      it is something that contributes
                                      to the community and has no fee
                                      entry (as it is the case). If the
                                      building is not available during
                                      the whole week, we can try to look
                                      for other similar spaces close to
                                      the venue (less than 30 minutes
                                      walking) that we can use for free,
                                      as long as the CS is useful for
                                      the community and is free (which,
                                      again, is the case). </p>
                                    <p>We were preparing some of the
                                      smaller rooms as rest rooms so
                                      people can work with their laptops
                                      if they want during the
                                      conference. And if the weather is
                                      nice (which statistically is very
                                      probable), working on the tables
                                      under the trees is also a nice
                                      option for developers who want to
                                      work. So maybe there is no need
                                      for a specific room for the CS in
                                      a different building? If the
                                      Conference Committee or the
                                      developers think it is useful, we
                                      can arrange it. If for this extra
                                      space we want to add free food,
                                      beverages or something extra than
                                      internet, a few tables and chairs,
                                      then we will have to rearrange the
                                      budget to accomodate it (maybe
                                      some special sponsor for this?).
                                      But a basic space for working
                                      could be arranged easily for free,
                                      if there is a need for a specific
                                      space outside the venue, which at
                                      this point, we think it won't be
                                      necessary as there will be space
                                      on the same venue (although not
                                      explictly dedicated to the CS). </p>
                                    <ul>
                                      <li>
                                        <ul>
                                          <li> <b>In chapt. 7.3. you
                                              write "We will try for
                                              students to engage on the
                                              codesprint so that they
                                              can learn how a codesprint
                                              works and interact with
                                              other developers [...]" -
                                              How will you do this,
                                              especially if the CS is
                                              only one day (which at
                                              least is quite enough for
                                              the people in the projects
                                              to say hello to each
                                              other)</b></li>
                                        </ul>
                                      </li>
                                    </ul>
                                    <p>Our base goal for students in the
                                      CodeSprint is just to make them
                                      see how a CS works. Even if they
                                      just sit there, see the
                                      interactions and learn how to
                                      report/test bugs, that will be a
                                      success from our perspective. </p>
                                    <p>Depending on how many volunteers
                                      to mentor those students we get
                                      (we will look for local mentors to
                                      let OSGeo developers free to do
                                      their tasks), we will be able to
                                      introduce those students to more
                                      complex tasks and even maybe make
                                      them interested enough to repeat
                                      the experience themselves later. </p>
                                    <p>Our “hidden” goal here is to make
                                      students aware of FOSS4G, show
                                      them how fun it is to collaborate
                                      and make them want to contribute
                                      later (or even move their career
                                      paths to FOSS4G!). </p>
                                    <p>Of course, the idea is to
                                      interrupt as less as possible the
                                      work of current developers during
                                      the CodeSprint. </p>
                                    <ul>
                                      <li> <b>Looking at your sponsor's
                                          list: I think it's kind of
                                          unfair only to plan to mention
                                          the top level sponsors and let
                                          them present in the plenum. My
                                          opinion: In the end the day is
                                          as follows: We are a community
                                          of small to mid-sized
                                          companies, that are often
                                          willing to sponsor our events.
                                          If we only give big visibility
                                          to the "big players", none of
                                          the companies, that comes from
                                          our own community, that
                                          actualy support our projects
                                          will be mentioned - in
                                          relation, 8k for Gold for a
                                          small company is much more
                                          money, than 20k for google
                                          (e.g.). So my question is: Are
                                          you planning to give also
                                          small/mid-sized companies,
                                          that sponsor the event, more
                                          visibilit</b>y?</li>
                                    </ul>
                                    <p>This is something we can work
                                      further to make a very appealing
                                      sponsorship deal. We agree with
                                      your considerations about SME’s.
                                      We will, of course, give high
                                      visibility to all of our sponsors,
                                      each one according to the level of
                                      sponsorship, be it through the
                                      logo in all of the venues banners,
                                      electronic sites, through the
                                      programme, through our media
                                      associates, etc. </p>
                                    <p>It is true that diamond, platinum
                                      and gold will have presence on the
                                      plenary sessions, but we will
                                      allow silver and bronze to have
                                      presence in the side tracks. This
                                      means we will allocate some time
                                      for them to present their projects
                                      and goals. </p>
                                    <p>There will also be more
                                      visibility through the Business to
                                      Business tracks. We will reach
                                      sponsors first to check what their
                                      interests on B2B are to try to
                                      match and make the conference
                                      profitable for them. One of our
                                      ideas is to have coffee-bar like
                                      sessions on one of the smaller
                                      rooms (not one of the nine
                                      parallel track rooms), where our
                                      sponsors can have a relaxed
                                      meeting with some of their
                                      potential customers or partners or
                                      whatever focus group is
                                      interesting to them. The details
                                      of each session will be arranged
                                      with each sponsor. This is part of
                                      the "experimental gamification" we
                                      are trying to introduce in FOSS4G
                                      to help people interact with each
                                      other and make it more profitable
                                      for companies. </p>
                                    <p>We thank you for your comments
                                      and we’ll give it a second thought
                                      to make it attractive for all kind
                                      of sponsors. </p>
                                  </div>
                                  <div class="gmail_extra"><br>
                                    <div class="gmail_quote">On Mon, Dec
                                      11, 2017 at 4:11 PM, María Arias
                                      de Reyna <span dir="ltr"><<a href="mailto:delawen@gmail.com" target="_blank">delawen@gmail.com</a>></span>
                                      wrote:<br>
                                      <blockquote class="gmail_quote" style="margin:0 0 0 .8ex;border-left:1px #ccc solid;padding-left:1ex">Hi,<br>
                                        <br>
                                        We already started to answer the
                                        questions from Paul and Steven
                                        on the<br>
                                        wiki page. Your questions will
                                        have to wait until tomorrow.<br>
                                        <div class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566m_5758566215386320922HOEnZb">
                                          <div class="m_-6250256669263562965m_4139047994569374735m_6990493425134598566m_5758566215386320922h5"><br>
                                            On Mon, Dec 11, 2017 at 2:57
                                            PM, Till Adams <<a href="mailto:till.adams@fossgis.de" target="_blank">till.adams@fossgis.de</a>>
                                            wrote:<br>
                                            > Hi BLOC & SLOC,<br>
                                            ><br>
                                            > I've added my questions
                                            also on the WIKI [1] [2]
                                            pages.<br>
                                            ><br>
                                            > Please ensure to have
                                            your answers ready at least
                                            on Friday, 15th of<br>
                                            > December! You might put
                                            them directly in place
                                            (which saves me a couple<br>
                                            > of minutes in this
                                            fully packed week ;-))<br>
                                            ><br>
                                            ><br>
                                            > Regards, Till<br>
                                            ><br>
                                            > [1]  <a href="https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Bucharest" rel="noreferrer" target="_blank">https://wiki.osgeo.org/wiki/FO<wbr>SS4G2019_Q%26A_Full_Proposal_B<wbr>ucharest</a><br>
                                            ><br>
                                            > [2] <a href="https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Sevilla" rel="noreferrer" target="_blank">https://wiki.osgeo.org/wiki/FO<wbr>SS4G2019_Q%26A_Full_Proposal_S<wbr>evilla</a><br>
                                            ><br>
                                            >
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