[FOSS4G-Oceania] FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07

[Greg Lauer]

I wanted to follow-up on John's email as a board member (but to be clear I
am answering as an individual and not on behalf of the Board).

*Will there be any financial assistance for hubs?* We have a
budget of $2500 allocated for the conference. As you will know, thanks to
the stewardship of the previous Local Organising Committees' (LoC's), we do
have other funds available. In the case of a hub requiring extra funding
then I am confident that the Board would consider it on its merits, on a
case by case basis. If a hub is in a position that would require extra
support please, in the first instance contact Jonah as Committee Chair.

*Will OSGeo Oceania be able to sign venue contracts and pay deposit/booking
fees?* I will split this into 2 questions. I would be hesitant as a board
member to sign a venue contract without undertaking full diligence. For
example, does the venue need us to hold liability insurance? What is the
cancellation policy (especially around COVID). What is the cost? In
previous years, if I remember correctly, this was not so much of an issue.
Put simply I think the Board would prefer not to enter into this type of
contract.

My personal opinion is I am hoping that local hubs are able to work with
other community and/or educational institutions to minimise the costs of
venues. I suspect that this will not always be the case, and as per the
financial assistance question above, start a conversation with Jonah.

As for pay deposit/booking fees then again, we would need to approach that
on a case by case basis, again with particular note around cancellation
fees. As a general rule we would not expect local hubs to have to pay
upfront and OSGeo Oceania would cover the cost up to an agreed budget.
Again, in the first instance contact Jonah.

*Setting up of hub specific email addresses *John suggested the idea of
setting up hub specific email addresses (for example
perth-hub at foss4g-oceania.org). We are working through the mechanics of this
and hope to have it resolved later this week.

Cheers

Greg



On Mon, Sep 7, 2020 at 7:08 PM John Bryant <johnwbryant at gmail.com> wrote:

> Thanks Jonah. For others' info, we agreed in the hub managers' meeting
> this morning that we'd try to use this list for hub organising chatter for
> the upcoming online FOSS4G SotM Oceania event. This list has been mostly
> quiet over the last year or so, but its purpose for existence is to
> organise this event, so it seems suitable. Also this should have the added
> benefit of allowing others to chime in where needed.
>
> And so, we have a couple of questions, I think these are for the OSGeo
> Oceania board:
>
>    - *Will there be any financial assistance for hubs?* We will need to
>    know the answer to this one fairly promptly, so we can figure out whether
>    we need to do fundraising, and how to set our registration prices. I
>    understand there is $2500 budgeted for the whole event.
>    - *Will OSGeo Oceania be able to sign venue contracts and pay
>    deposit/booking fees?* Many of the hubs are looking for free venues,
>    so this might not be a major concern, but if it comes up it would be good
>    to know if we have this option.
>
> Thanks!
> John
>
> p.s. If you're on this list from before, and don't want to stay
> subscribed, you can easily unsubscribe yourself here:
> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>
>
> On Mon, 7 Sep 2020 at 11:10, Jonah Sullivan <jonahsullivan79 at gmail.com>
> wrote:
>
>> Meeting notes can be found at this link
>> <https://docs.google.com/document/d/1w53x2v8oFbND3mrJiYcmPnMknwOSVOqwRE-C_RtzTZU/edit?usp=sharing>,
>> and copied below for your convenience.
>>
>> Don't forget to sign up to the foss4g-oceania
>> <https://lists.osgeo.org/mailman/listinfo/foss4g-oceania> email list for
>> future communications.
>>
>>
>> FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07
>> Attendees
>>
>>    -
>>
>>    Jonah
>>    -
>>
>>    John
>>    -
>>
>>    Dawn
>>    -
>>
>>    George
>>    -
>>
>>    Julie
>>    -
>>
>>    Hamish
>>    -
>>
>>    Edoardo
>>    -
>>
>>    David Garcia
>>    -
>>
>>    Ewen Hill
>>    -
>>
>>    Tim Bryde
>>    -
>>
>>    Carrol
>>    -
>>
>> Apologies
>>
>>    -
>>
>>    Rafael Molina
>>
>> Outstanding actions:
>>
>>    -
>>
>>    ACTION: Jonah to send out meeting minutes, and invitation to next
>>    meeting in a fortnight.
>>
>> Agenda
>>
>>    -
>>
>>    Sponsorship
>>    -
>>
>>       Budget
>>       -
>>
>>       Prospectus
>>       -
>>
>>          Old Sponsorship Prospectus
>>          <https://docs.google.com/presentation/d/1dERFhYruRW8FSiDOlWHeP7fRpKcco7grzOCNyPAbouk/edit?usp=sharing>
>>          -
>>
>>          ACTION: LOC to reconfigure the prospectus for the hubs to use
>>          -
>>
>>    Logistics
>>    -
>>
>>       Conference Website
>>       -
>>
>>          https://2020.foss4g-oceania.org/
>>          -
>>
>>          Hub website:
>>          -
>>
>>             External services (meetup, eventbrite, etc)
>>             -
>>
>>             ACTION: LOC to create Page within the Local Organising
>>             Committee
>>             -
>>
>>             ACTION: LOC to edit Sponsorship part of website
>>             -
>>
>>             ACTION: LOC update website map with each hub
>>             -
>>
>>       Ticketing:
>>       -
>>
>>          ACTION: LOC to create Tito events  (populated with event
>>          details for each hub by hub managers)
>>          -
>>
>>       Timing
>>       -
>>
>>          Meeting planner
>>          <https://www.timeanddate.com/worldclock/meetingtime.html?iso=20201120&p1=196&p2=152&p3=927&p4=82&p5=282>
>>          -
>>
>>          2 hours where we can have common content that is live and
>>          interactive. It will be late afternoon in Apia (2-4pm) and in the morning
>>          in Perth (9-11am).
>>          -
>>
>>       IDEA: Hub local content: call for presentations could be
>>       centralised.
>>       -
>>
>>       Communications
>>       -
>>
>>          https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>          -
>>
>>    Perth hub Google Drive docs
>>    <https://drive.google.com/drive/u/0/folders/1Xdkdtem4EqxjeUUb1OmntFPRrqfs5LQj>
>>    (feel free to pilfer!)
>>    -
>>
>>    Questions from hubs:
>>    -
>>
>>       Will there be any financial assistance for hubs?
>>       -
>>
>>       Will OSGeo Oceania be able to sign venue contracts and pay
>>       deposit/booking fees?
>>       -
>>
>>       Will there be the possibility of using existing registration
>>       infrastructure (Tito)?
>>       -
>>
>>       When will we have the schedule for streamed content? We want to
>>       get our own schedule finalised soon.
>>
>> _______________________________________________
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>> FOSS4G-Oceania at lists.osgeo.org
>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>
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