[Board] OSGeo Code Sprint 2014 Vienna - Application for funding by OSGeo

[Stephan Meißl]

Hi board,

please find below or online [0] our application for funding by OSGeo for
the OSGeo Code Sprint 2014 Vienna. Many thanks for your kind
consideration. Don't hesitate to contact me in case of any questions.

cu
Stephan

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OSGeo Code Sprint 2014 Vienna
Application for funding by OSGeo

Basic Information
- Audience: how many people are expected?
  - Currently 65 participants have registered (see [1])
- Region: is the sprint localized to a specific region?
  - No, this is the annual C Tribe Sprint for 2014.
- Projects: is the sprint to work on just one specific project, or is
  it for multiple projects?
  - The sprint is for multiple projects particularly MapServer, QGis,
    GRASS, GDAL, PostGIS, PDAL, etc.
- Length: how many days will the sprint cover?
  - Full week i.e. 5 working days
- Venue: where will the sprint be held? will food be provided? will
  overnight lodging be provided?
  - The venue is sponsored by the City of Vienna. Food will be provided
    as the sponsoring allows with the aim that participants have no
    expenses for the whole week except travel and lodging, i.e. all
    meals and activities are covered by the budget. Currently 9k€ of
    sponsoring have already been raised which should already suffice
    for breaks, snacks, lunches, and at least one dinner (see planning
    and accounting spreadsheet [2]).
    It is currently not planned to provide support for travel or
    overnight lodging.

Expected budget
- Where is the prospective budget published? Provide a link to a
  publicly accessible resource (e.g. wiki). The prospective budget
  shall list the levels/amounts of forecasted sponsorship, and show
  that OSGeo is providing matching funds (see Sponsorship Criteria
  below).
  - [2]

The budget shall contain the following information:
- what is the expected registration fee, if any, for each attendee?
  - No registration fee
- what is the expected amount of third-party sponsorships?
  - We're planning for 13k€ whereof 9k€ are already pledged whereof
    6,5k€ are already received
- what in-kind donations are expected (such as donated use of a
  conference room)?
  - The venue is sponsored by the City of Vienna and I can use work
    time at EOX for organization
- what is the desired amount of OSGeo sponsorship?
  - In order to have all dinners sponsored around 7k€ are needed, given
    that the planned 4k€ additional sponsoring can be raised. If no
    additional sponsors can be found around 11k€ would be needed.
- what is the expected cost per attendee, for travel, lodging, and food?
  - Travel and lodging costs are covered by the participants themselves
    or their respective project e.g. QGis.
    Costs for lunches will be covered, planned with 75€ per attendee.
    At least one or two dinners will be covered for sure given the
    current amount of sponsoring, planned with 40€ per dinner per
    attendee. To provide dinners all days for 65 attendees we are
    planning with 10-13k€.
    Additionally we plan an ice breaker (20€ per attendee) and a guided
    citytour (159€ total).
    Note that the planning numbers are rather high to be on the save
    side and thus lesser OSGeo funding might be actually needed.
    Additionally we are still expecting sponsors to respond.
- what is the expected cost for the venue (such as conference room,
  wifi support, snacks, etc)?
  - There will be only costs for snacks and probably coffee, planned
    with 25€ per attendee.
    In case we want to stay longer than 7:45 in the evening we have to
    pay the porter (41.66€/hour).

Profit / Loss / Risk
- What is the expected profit of the event, if any? where will any
  surplus money go?
  - Given the currently pledged sponsoring no profit is planned.
    Instead it is planned to continuously evaluate the current expenses
    in order to provide as much as possible. Any surplus will be
    transferred to OSGeo and probably available for next year's C Tribe
    sprint.
- Under what circumstances might the event incur a loss? how will this
  risk be mitigated?
  - The accounting will be regularly updated, compared to the planning,
    and a decision to invite for dinners will be based on the remaining
    money. Thus we really don't expect any loss.
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[0]
https://docs.google.com/document/d/1q97009c6geb1HHl5DjpdqHb15JjOcN78sEuukJKD05I/pub
[1] http://wiki.osgeo.org/wiki/Vienna_Code_Sprint_2014#Participants
[2]
https://docs.google.com/spreadsheet/pub?key=0AvA-LTbghEuHdC1oX3BpYW9RUU5neTU4ZkZOeEpwcFE