[Board] FOSS4G North America 2013

[David William Bitner]

OSGeo Board,

I am excited to tell you that we have settled on a date and a venue for
FOSS4G North America 2013 in Minneapolis, MN. The event will follow a
similar two days of reviewed sessions + 1 free day of sponsor sessions as
the event in DC this year. It will be held at the Marriott City Center in
Minneapolis from May 22-24. We are additionally working with a couple
Universities in town and with the Minnesota GIS/LIS consortium and hope to
have a day of workshops on May 21.

While our goal was to provide as much time between this event and the UK
International Event, working with conflicts presented by our LOC and
Program Committee due to other events, the availability (and reduced cost)
of venues, and the possibilities for workshops at a University that become
available once classes are out all focused towards the end of May.

I have attached a draft budget for this event along with this email.

This budget assumes a goal audience of 500-700. With sponsorship of $60,000
(comparable to what was achieved for the smaller DC event) this would reach
profitability at 350 attendees. Fixed costs are near what we hope to
receive in sponsorship and as such profit per person would remain fairly
static once we reach 400 attendees.

We have negotiated with the venue and are able to get these prices with
absolutely no room block liability. The only venue liabilities that we have
are on the following schedule based on a percentage of our food minimum of
$75,000.

   - 2012-08-10 (anticipated contract signing) $1,500 (due as a deposit)
   - 2012-09-21 25%, $18,750
   - 2012-12-21 50%, $37,500
   - 2012-02-21 75%, $56,250
   - 2012-04-21 100%, $75,000

This would be in addition to any other expenses that we would incur for
hard goods and professional services as we incur those costs.

We intend to make sure that this event carries full liability and event
cancellation (to cover things beyond our control) insurance.

With the $9,000 we are receiving that was carry over from the DC event, we
are not seeking any start up funds from OSGeo. We are still in the process
of arranging our fiscal sponsor to actually handle bank accounts for us,
but we would like to *request that OSGeo be willing to act as a financial
backstop for this event*.

We would certainly invite an OSGeo representative to participate on the LOC
and to review any financial decisions being made by the Committee.

Much as we are receiving the benefits of the DC event, we would like to
push forward revenue (or at least a significant percentage) to be used for
future specific North American events (with the next NA event likely to be
2015 having the 2014 international event likely in our turf).

Please let me know if you have any questions for myself or the rest of the
committee.

Thank you very much for your consideration and we look forward to seeing
many of you next May! Please expect announcements to start flowing in the
coming days.

Sincerely,

David Bitner
Conference Chair, FOSS4G North America 2013

-- 
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David William Bitner
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