[Board] OSGeo TOSPrint Paris - Funding

[Jody Garnett]

Thinking a bit more... the sponsor ship cost is a reasonable ask. I am
uncomfortable asking Oslandia to cover any incurred loss -
since Oslandia are already sponsoring the event and have devoted staff time
to organize the event.

Currently event has has 2500+700=3200 EUR sponsorship. OSGeo sponsoring an
additional 5000 would bring this up to 8250 - which is half of the budgeted
16000.

Before I make a motion for 5K EUR sponsorship, how do board members feel
about splitting any incurred loss with OSGeo FR? Assuming OSGeo FR is in
position to cover half of an incurred loss. (Although not profit/loss/risk
section I would hope that social events / catering could be adjusted inline
with available sponsorship - but I would understand if catering was already
booked for example).



On 17 January 2016 at 12:31, Jody Garnett <jody.garnett at gmail.com> wrote:

> *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.
>>
>> _______________________________________________
>> Board mailing list
>> Board at lists.osgeo.org
>> http://lists.osgeo.org/mailman/listinfo/board
>>
>
>
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