[Oceania-Board] FOSS4G 2025 Auckland Letter of Intent

Tue Feb 6 11:47:22 PST 2024

Hi all
I agree with Alex, OSGeo Oceania involvement is required and a staged endorsement would make perfect sense given that the LOC for this bid would be undertaking the conference as an OO event in the same way that previous OO FOSS4G regional conferences have been held.
So without OO endorsement then this would be where it ends.
No Letter of Intent or Proposal would be sent without OO endorsement.

One other point, this would be an Oceania event not a New Zealand event ☺

So far the LOC members have been very positive in my communications with them and we are starting out much earlier than we normally would due to the bid process and the potential size of the event (likely 3-4 times bigger than our regional FOSS4G conferences).

Cheers
Simon

From: Oceania-Board <oceania-board-bounces at lists.osgeo.org> On Behalf Of Jonah Sullivan via Oceania-Board
Sent: Monday, 5 February 2024 1:52 PM
To: OSGeo Oceania Board <oceania-board at lists.osgeo.org>
Subject: Re: [Oceania-Board] FOSS4G 2025 Auckland Letter of Intent

I think this crew in New Zealand could send this proposal without OSGeo Oceania's endorsement, and that would be very bad.

Endorsement of a grass-roots initiative is easy, however this one will probably require a lot of OSGeo Oceania's resources. Both institutional resources like financial accounts and status as a legal entity, as well as personnel resources to deliver the activity.

That level of commitment should be made purposefully.

I haven't seen evidence of that level of commitment - especially the personnel resources side - to warrant endorsement. If a groundswell of grassroots organisers does emerge, then there won't be a problem, but that is an external liability that we will have trouble mitigating (we will have trouble financing paid staff if volunteers don't eventuate).

A staged approach sounds reasonable, especially with a lot of communication with the community to generate interest (and hopefully a volunteer base).

On Mon, 5 Feb 2024 at 09:13, Alex Leith via Oceania-Board <oceania-board at lists.osgeo.org<mailto:oceania-board at lists.osgeo.org>> wrote:
Hey John

I think the involvement of OO is required, and it’s a good point that we should pull that out and make it explicit.

I’d expect that OO is the hosting entity, and would receive and disburse money. Normally, the host org retains something like 20% of the surplus, with the rest going back to OSGeo.

Other support expected would be things like TGP expertise, probably governance-level oversight, similar to our regional events, and so on.

Cheers,

Alex Leith
m: +61 419 189 050
https://auspatious.com

On Mon, 5 Feb 2024 at 9:00 am, John Bryant <johnwbryant at gmail.com<mailto:johnwbryant at gmail.com>> wrote:
So, for now, given the short time frame, is it enough for OSGeo Oceania to say "We think this sounds like a good concept, and may or may not be directly involved"?

I ask because if a deeper commitment is implied, we have work to do to understand the implications. If not, it seems like a simpler discussion.

Cheers
John

On Mon, 5 Feb 2024 at 05:36, Alex Leith <alexgleith at gmail.com<mailto:alexgleith at gmail.com>> wrote:
Hi Simon and John

Thanks for putting it together, Simon.

I think a staged endorsement is a good approach, John. For now, it would be great for the organising committee to have some kind of endorsement of the concept and broad strokes of the plan. There'll be gates later, where there's more detail on things such as financials, whether or not to use a PCO (has advantages like probably not needing a NZ entity to receive money) and how big to aim.

Anyhow, it would be good to get more thoughts from the rest of the Board as well as anyone in the broader OO community.

Cheers,

On Sat, 3 Feb 2024 at 14:22, John Bryant via Oceania-Board <oceania-board at lists.osgeo.org<mailto:oceania-board at lists.osgeo.org>> wrote:
Thanks Simon, well done to you and the rest of the group on pulling this together quickly.

Given we have a pretty short time frame, the board needs to work its way through this fairly quickly, hopefully with some discussion before the board meeting this Friday.

To help us frame up the discussion, can you give us your thoughts on what it means for OSGeo Oceania to endorse this proposal? Do you need any specific commitments? It could be quite easy to give a general "yes, this sounds nice, good luck" but I presume you're hoping for more than that :)

I imagine we could look at a staged endorsement, ie. a general one for the LOI deadline of the 15th and a more in-depth commitment by the 3 May deadline for the full proposal.

What do you think? What specific commitments do you think you'll want/need now and later?

Cheers
John

On Mon, 29 Jan 2024 at 09:24, Simon Nitz via Oceania-Board <oceania-board at lists.osgeo.org<mailto:oceania-board at lists.osgeo.org>> wrote:
Hi All
On behalf of the Local Organising Committee, below are links to a “Letter of Intent” and “draft budget” for hosting the global FOSS4G Conference 2025 in Auckland.
The OSGEO conference committee have set a due date of 15 February 2024 for letters of Intent for the FOSS4G Conference 2025.
We would be looking for the OSGEO Oceania board to review and endorse prior to that date.

FOSS4G 2025 Auckland Letter of Intent
https://docs.google.com/document/d/1V1jvFRYkl2nPqEGXBBnq7X3RqIvzh_qERln29dlTlKA/edit?usp=drive_link

Draft budget (to be further refined if we make it through to the full proposal stage)
https://docs.google.com/spreadsheets/d/1EOQyFYqBnyoC32WyvJY6wMkBTbl0L2btx0TQE3Sl7is/edit?usp=drive_link

Let me know if you have any questions or if you need edit rights to the documents or the Google Drive folder at https://drive.google.com/drive/folders/0AAYlI6c7YHbnUk9PVA

Cheers
Simon

Simon Nitz | GIS Lead
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Alex Leith
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https://auspatious.com
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