[Board] OSGeo TOSPrint Paris - Funding

[Olivier Courtin]

Hi,


As every year, since Paul started first edition, an OSGeo TOSPrint is organized.
2016 edition will soon took place in Europe, in Paris, ending February.
Historically C Tribe, is widely represented, but key point is to gather devs from several OSGeo GIS projects in the same place.
https://wiki.osgeo.org/wiki/Paris_Code_Sprint_2016



At this stage logistical organization is on the road, 
we’ve got also, and of course, a first group of devs who said they will come,
but sponsorship is still an opening issue.


So i wanted to secure the event, by asking OSGeo to sponsors/fund too this sprint.
If in the meantime companies sponsorship goes well, we could forget (or reduce) this OSGeo call.
But right now we are still far from it.





Basic Information

Audience: how many people are expected?
We expect about 40.
At the very least 30.
Region: is the sprint localized to a specific region?
Sprint will took place in Europe (Paris), but open to anyone.
Right now devs who already subscribed are mostly European (~80%) or North American (~20%)

Projects: is the sprint to work on just one specific project, or is it for multiple projects?
Definitly multiple projects.
GIS Open Source as a basic.
Historic C Tribe Code Sprint give a color (i.e JAVA based projects are less represented)

For now devs who subscribed, declared wishing to sprint on:
PostGIS, PYCSW, MapServer, PoTree, PDAL, GRASS, OSGeo Live, Cesium Buildings, SFCGAL, PostGIS Point Cloud, LASZip, QGIS, Orfeo-Toolbox...

Length: how many days will the sprint cover?
4 days: 23 -> 26 February
(With an ice breaker on 22 evening)
Venue: where will the sprint be held? will food be provided? will overnight lodging be provided?
Paris, in Mozilla place (provided without fee)
Food will/should be provided (if we gather enough sponsorship)
Lodging is not provided by the sprint (every dev take this in charge)


Expected budget

Where is the prospective budget published? Provide a link to a publicly accessible resource (e.g. wiki). 

Incomes:
 - Sponsorship 16K€ (right now we’ve gathered 5K€ from sponsors, so keep looking for 11K€)


Costs (based on 40 devs):
- Food, drinks and snacks: 14 K€ 
- Social Events (as concert/museum):  2 K€

The prospective budget shall list the levels/amounts of forecasted sponsorship, and show that OSGeo is providing matching funds (see Sponsorship Criteria below).
https://wiki.osgeo.org/wiki/Paris_Code_Sprint_2016#Sponsors

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?
16K€
what in-kind donations are expected (such as donated use of a conference room)?
Conference room is a donation, from Mozilla.
https://www.mozilla.org/en-US/contact/spaces/paris/

Organization time is also a donation, from Oslandia.

what is the desired amount of OSGeo sponsorship?
4-5K€ would be fine and welcomed.
Hard to ask more, as companies should also took their parts.
what is the expected cost per attendee, for travel, lodging, and food?
Travel and lodging are handled by each dev.
Food (including drinks and snacks) is clearly the main budget (~14K€)
what is the expected cost for the venue (such as conference room, wifi support, snacks, etc)?
Conference room, including WiFi is freely provided,
Snacks are already included in food/drink budget

Profit / Loss / Risk

What is the expected profit of the event, if any? where will any surplus money go?
At this stage, we don’t expect profit.
If any they will be kept available, as did before, to help organize a new similar event next year.
(to be noticed that all funds and expenses are managed directly on OSGeo FR bank account, 
 so anyhow will defintily be kept in OSGeo circles) 

Under what circumstances might the event incur a loss? how will this risk be mitigated?
If sponsorship call remains is not a success.
In this case, OSGeo FR and Oslandia would have to took it in charge.



Thanks for your time !


O.
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