<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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</div>
</blockquote>
</div>
<br>
</div>
</blockquote>
<br>
</div>
</div>
</div>
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<br>
</div>
</blockquote>
<br>
</div>
</div>
</div>
</blockquote>
</div>
<br>
</div>
</blockquote>
<br>
</div></div></div>
</blockquote></div><br></div></div>