[Board] OSGeo Code Sprint 2014 Vienna - Application for funding by OSGeo
Bart van den Eijnden
bartvde at osgis.nl
Fri Feb 21 04:33:19 PST 2014
+1 Bart
On 21 Feb 2014, at 13:31, Cameron Shorter <cameron.shorter at gmail.com> wrote:
> Stephan,
> Translating your words into a motion:
>
> Motion:
> OSGeo board to approve 7k€ of OSGeo funds toward the Vienna 2014 Code Sprint.
>
> +1 Cameron
>
>
> On 20/02/14 09:55, Stephan Meißl wrote:
>> Hi Cameron,
>>
>> sorry, you're absolutely right, I haven't provided the requested amount very explicitly.
>>
>> Our planned budget is around 20k€ whereof 9k€ are already covered by sponsors. We're further expecting to be able to raise another 4k€ of sponsors money which leaves a gap of 7k€ we're asking for from OSGeo.
>>
>> Of course, a backup for the 4k€ in case we don't raise it would be very welcome. On the other side in case we're lucky and raise a lot more money we of course would provide the surplus to OSGeo.
>>
>> Also note that the planning numbers are rather high to be on the save side and thus lesser OSGeo funding might be actually needed.
>>
>> I hope this clarifies our application.
>>
>> Thanks,
>> Stephan
>>
>> On Feb 19, 2014 8:22 PM, Cameron Shorter <cameron.shorter at gmail.com> wrote:
>>> 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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>>>
>>> --
>>> Cameron Shorter,
>>> Software and Data Solutions Manager
>>> LISAsoft
>>> Suite 112, Jones Bay Wharf,
>>> 26 - 32 Pirrama Rd, Pyrmont NSW 2009
>>>
>>> P +61 2 9009 5000, W www.lisasoft.com, F +61 2 9009 5099
>>>
>
>
> --
> Cameron Shorter,
> Software and Data Solutions Manager
> LISAsoft
> Suite 112, Jones Bay Wharf,
> 26 - 32 Pirrama Rd, Pyrmont NSW 2009
>
> P +61 2 9009 5000, W www.lisasoft.com, F +61 2 9009 5099
>
> _______________________________________________
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