[Board] [Non-DoD Source] Re: f2f meeting follow up

Mon Aug 21 18:15:42 PDT 2017

This is what I came up with:

https://docs.google.com/spreadsheets/d/1vuzmHAxO-JInB7WGIm8S5C4ca1ezoaKigDN8
vWDu3hs/edit?usp=sharing

I also included the range for each conference based on the listed
accommodations from the conference sites. Some of the years didn't have a
conference hotel or a low cost option. I think this is something that should
go into the RFP, that a range needs to be made available for the conference
and listed on the web site. Having listed hostels or university dorm
accommodations  I think goes a long way. We don't need to be making the
conference overall cheaper, we need to increase the range of options
available to the conference goers (IMHO).

Mike

----
Michael Smith
OSGeo Foundation Treasurer
treasurer at osgeo.org

From:  Board <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
<jody.garnett at gmail.com>
Date:  Monday, August 21, 2017 at 7:34 PM
To:  Michael Smith <michael.smith at erdc.dren.mil>
Cc:  "board at lists.osgeo.org" <board at lists.osgeo.org>
Subject:  Re: [Board] [Non-DoD Source] Re:  f2f meeting follow up

> No worries Michael, I am not sure exactly when the deadline we were given
> falls (not sure we took mins for the AGM).
> 
> --
> Jody Garnett
> 
> On 21 August 2017 at 15:06, Smith, Michael ERDC-RDE-CRREL-NH CIV
> <Michael.Smith at erdc.dren.mil> wrote:
>> This is on my list to do this week. I was going to get a list of FOSS4G
>> locations and the US State Dept per diem values as an index to costs at each
>> location. I'll convert it all to 2017 dollars. Note that this will be an
>> index, not exact costs.
>> 
>> Mike
>> 
>> Michael Smith
>> OSGeo Foundation Treasurer
>> treasurer at osgeo.org
>> 
>> From: Board <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
>> <jody.garnett at gmail.com>
>> Date: Monday, August 21, 2017 at 2:23 PM
>> To: "board at lists.osgeo.org" <board at lists.osgeo.org>
>> Subject: [Non-DoD Source] Re: [Board] f2f meeting follow up
>> Resent-From: Michael Smith <michael.smith at usace.army.mil>
>> 
>>> I saw this thread get into the details of the RFP - for that we have
>>> volunteers on the conference committee. My goal as a board member is to work
>>> on strategy, as the conference committee knows best about the RFP wording
>>> and process. 
>>> 
>>> Q: Based on the affordability report, and resulting discussion, did we as
>>> the board have any direction to ask the conference committee to steer in?
>>> 
>>> My own feedback:
>>> 
>>> 1) I was pleasantly surprised that the ticket cost of foss4g has not changed
>>> significantly over the course of the events (indeed our most expensive event
>>> was Sydney and our cheapest Korea).
>>> 
>>> I do not see any guidance to provide here (this was surprising to me).
>>> 
>>> 2) Attendance continues to increase limiting appropriate venues
>>> 
>>> I do not see any guidence to provide here, our community and event is
>>> growing. I think once we get around 3000 people we may be forced to settle
>>> down to consider a fixed location, but at 1000-2000 we can still move it
>>> around.
>>> 
>>> 3) regional events are killing it
>>> 
>>> I do not see any guidence to provide here, our community and events is
>>> growing.
>>> The hope is this takes some of the strain from the global event, allowing it
>>> to focus on outreach and advocacy more.
>>> 
>>> 4) hard for students to attend (also journal, etc...)
>>> 
>>> There was a strong hope that travel grant program could help out a lot here,
>>> that would make me sad as this was intended to work towards diversity.
>>> 
>>> While there may be guidance here I am not close enough to the academic world
>>> to provide useful direction.
>>> 
>>> 5) diversity
>>>  
>>> The original intention of the travel grant was to bring diversity awareness
>>> to our osgeo events (to apply regional events are asked to set a diversity
>>> target which travel grant can help towards). During foss4g I attended a
>>> diversity presentation that advocated creating a safe space.
>>> 
>>> Guidance: Trial the use of providing a safe space in the 2018 bid.
>>> 
>>> Similar recommendations online include:
>>> - make female speakers a priority (not just in selection, but before hand in
>>> promotion, one-on-one mentoring etc...).
>>> - providing child care (this helps families attend)
>>> 
>>> Since these haver not been advocated by members of our community I am only
>>> comfortable providing guidance on providing a safe space. Perhaps some of
>>> these ideas can be tried out at regional conferences first.
>>> 
>>> 6) time of year
>>> 
>>> The events have moved from September/October to August placing it in the way
>>> of European holidays. With the bulk of our contributors in Europe this has
>>> affected how many of our contributors can attend.
>>> 
>>> Guidance: Request September / October event (to maximize contributors who
>>> can attend).
>>> 
>>> I understand next years event has plans to turn this into a holiday for
>>> families which is a cunning plan.
>>> 
>>> 7) travel / accommodation
>>> 
>>> I would like to avoid prime tourist season to avoid asking attendees pay
>>> high airfair and accommodation costs. We did not have the number in the
>>> affordability report to back this up (but Michael Smith was going to look
>>> things up).
>>> 
>>> Guidance: Request September / October event (to avoid peak tourist season).
>>> 
>>> 
>>> 
>>> 
>>> --
>>> Jody Garnett
>>> 
>>> On 20 August 2017 at 20:20, Jody Garnett <jody.garnett at gmail.com> wrote:
>>>> If anyone is in position to post meeting mins please do so, I think we are
>>>> all in transit so this will be tricky :)
>>>> 
>>>> We have a number of items to report back to the community in: osgeo-eu and
>>>> analysis/feedback on foss4g affordability.
>>>> 
>>>> In the AGM we had very firm instruction by the conference committee that
>>>> any direction would be needed (by Monday?) to inform the proposal process
>>>> in 2019.
>>>> -- 
>>>> -- 
>>>> Jody Garnett
>>> 
> 
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