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

Wed Feb 19 11:22:25 PST 2014

On reading Stephen's request, I realise that our code sprint guidelines 
need tweaking, in that Stephen has not  specifically identified how much 
money he is requesting of OSGeo, which I believe is required if we are 
to vote on the proposal as a board.

Stephen, could you please extend this proposal to include
"I request that OSGeo contribute $XXX toward the Vienna 2014 code sprint."
It is possible that you might also request non-financial things from the 
OSGeo-Board too, although I'm not sure that they might be at the moment.

On 19/02/14 01:44, Stephan Meißl wrote:
> 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
>
> ########################################################################
> 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.
> ########################################################################
>
> [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
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