[Board] Re: FOSS4G Budget summary

Mon Sep 28 05:03:07 PDT 2009

OSGeo board and FOSS4G organising committee:

As mentioned earlier we have a very tight FOSS4G budget this year and 
have consequently trimmed the budget right down. We are currently 
loosing money based on current registrations, but it is starting to look 
likely that we will break even when people confirm their bookings and 
pay, and with a few extra registrations which will likely come in.

The main saving we have cut into is that we are able to pay for morning 
and afternoon teas (including a snack), but don't have budget for lunch. 
Instead we have organised to have a snack stand selling sandwiches and 
drinks (at reasonable street rates). Delegates won't have to go down to 
the nearby food court as originally considered.

If we can attract an extra $AU18,000 ($US15,500) from sponsors, or an 
extra 50 delegates, then we can afford lunch (with a less substantial 
morning and afternoon tea).

FOSS4G OC - Tour Hosts wrote:
>
> Dear Cameron,
>
>  
>
> Please find attached the updated FOSS4G conference and workshop budget 
> for your review. As discussed in our OC meeting I have based the 
> budget on _paid_ registrations only so the income reflected is actual 
> income that we have received. Below is an outline of changes to the 
> budget:
>
> * *
>
> *Conference Budget*
>
> _Income_
>
> - Paid registrations only
>
> - Sponsorship income is updated as $73,670 which includes $59,000 paid 
> and $14,670 not paid. We have issued invoices for all confirmed 
> sponsorship and are following up on the not paid sponsorship monies.
>
>  
>
> _Fixed expenditure_
>
> - I have included the costs for the Code Sprint as requested at UTS 
> for Saturday 24th October.
>
> - I have removed costs for committee secretariat as the OC confirmed 
> they had no requirements.
>
> - There are some costs that are still estimates within the fixed 
> expenditure such as AV and we are getting quotes for AV currently.
>
>  
>
> _Variable expenditure_
>
> - Updated cost of DVD’s as per quote provided by Cameron
>
> - Name badge and Program book variable costs account for paid and not 
> paid registrations
>
> - Costs of morning and afternoon tea updated to $15 per person per day
>
> - Dinner cruise: We have currently sold 124 tickets and have an 
> additional 23 not paid tickets. The minimum confirmed with the venue 
> is 150 and the budget therefore has to guarantee the shortfall should 
> we not reach the minimum. I have therefore included the cost of 26 
> tickets in the budget.
>
>  
>
> _Exhibition_
>
> - All booked exhibition included. We have income pledged of $27,500 
> and have income paid of $18,500. We are chasing the not paid 
> exhibition income of $9,000.
>
> - As requested I have included 3 complimentary exhibitor passes for 
> Sun Hardware who is providing the CCIP hardware.
>
>  
>
> *Workshop Budget*
>
> - Current registrations are 115 paid, 20 complimentary, 19 not paid 
> workshop registrants.
>
>  
>
> As you can see the Conference budget is making a loss of $-56,615. The 
> workshop budget is currently sitting at a loss of $-6,238.70.
>
>  
>
> I have put together a spreadsheet of suggested savings and potential 
> income so that you can see the affect on the budget if we convert some 
> of our not paid registrations into paid registrations and I have also 
> estimated that we will achieve some new registrations over the next 
> 3.5 weeks.
>
>  
>
> I would like to set a time to go through this budget with you Cameron 
> so that I can answer any queries you may have and to ensure you 
> understand the changes and current position of the budget. I am 
> available all day next Monday 28^th September – can you advise if you 
> have time available to go through the budget at this point – if so 
> what time suits you?
>
>  
>
> Kind Regards
>
>  
>
> Julia
>
>  
>
> ------------------------------------------------------------------------
>
>  
>
> arinex
>
> 	
>
> **Julia Vernon **
> **Project Manager***
> **Conference Management***
>
>
> Tel: +61(2) 9265 0728
> Fax:+61(2) 9267 5443
> jvernon at arinex.com.au <mailto:jvernon at arinex.com.au>
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> //Click Skype name to add to contacts //
>
> 	
>
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-- 
Cameron Shorter
Geospatial Systems Architect
Tel: +61 (0)2 8570 5050
Mob: +61 (0)419 142 254

Think Globally, Fix Locally
Geospatial Solutions enhanced with Open Standards and Open Source
http://www.lisasoft.com

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