[Board] OSGeo Community Day/Code Sprint Sponsorship proposal
Jody Garnett
jody.garnett at gmail.com
Wed Jul 24 20:22:35 PDT 2019
I am not sure about sponsoring code sprints attached to an event - they
have not seemed very effective as a code sprint.
We recently provided an updated instructions on how to ask OSGeo to help
support your event -
https://github.com/OSGeo/osgeo/blob/master/board/documents/osgeo_financial_guidence.pdf
Please read, I think it may be more appropriate for your activity?
On Wed, Jul 24, 2019 at 6:27 PM Jan Ducnuigeen <jldindc at gmail.com> wrote:
> Hello,
> On behalf of the FOSS4G SotM Oceania conference organising committee,
> below is our proposal for Community Day/Code Sprint sponsorship.
> I have attached the same document as a pdf as well.
> Kind regards,
> -Jan Ducnuigeen
>
> OSGeo community day and code sprint sponsorship proposal
>
> https://wiki.osgeo.org/wiki/Code_Sprint_Guidelines
>
> Request from: FOSS4G SotM Oceania conference and community day/code sprint
>
> Email: admin at foss4g-oceania.org
>
> Website: https://2019.foss4g-oceania.org/
>
>
>
> Basic Information
>
> -
>
> Audience: how many people are expected?
> -
>
> We have budgeted for 170 people to attend the main FOSS4G SotM
> Oceania conference, and have already had a significant number
> self-subscribe to our announcement list. Early indications are that we will
> reach our 170 attendee target.
> -
>
> For the combined community day/code sprint (occurring immediately
> after the main conference), we currently have several community members
> wishing to lead a variety of events potentially including Missing Maps
> events, improving features, and providing instructional documentation. We
> expect about 100 attending based on our 2018 event.
> -
>
> Region: is the sprint localized to a specific region?
> -
>
> The proposed community day and code sprint is hosted in Wellington,
> New Zealand, with most attendees coming from Australia and New Zealand. We
> are supporting attendance from wider Oceania via our Travel Grant Program
> (TGP).
> -
>
> Projects: is the sprint to work on just one specific project, or is it
> for multiple projects?
> -
>
> The proposed community day and code sprint will work on multiple
> projects, and specifics are yet to be confirmed, but volunteers are looking
> to lead activities for the QGIS project, OpenStreetMap as well as local
> mapping efforts specifically in the Oceania region.
> -
>
> Length: how many days will the sprint cover?
> -
>
> 1 day. The combined community day/code sprint will immediately
> follow the main FOSS4G SotM Oceania conference.
>
> -
>
> Venue: where will the sprint be held? will food be provided? will
> overnight lodging be provided?
> -
>
> The venue will be the Victoria University of Wellington, Rutherford
> House in Wellington, New Zealand. Food will be provided on the day. We have
> dedicated budget for a TGP aimed at increasing the diversity, accessibility
> and reach of the conference. TGP attendees will be provided with funding
> toward their accommodation to ensure that they are available to attend the
> community day/code sprint.
>
> 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).
> -
>
> The approved conference budget can be viewed here.
> <https://docs.google.com/spreadsheets/d/1f6r2l2Kli_MSJ3YKLGz2C6RHeca_36kPuOyweoRlZZQ/edit?usp=sharing>
> -
>
> For the community day/code sprint, the only cost we have is
> catering, at $45. per head.
>
> The budget shall contain the following information:
>
> -
>
> what is the expected registration fee, if any, for each attendee?
> -
>
> There is no cost to attendees of the community day and code sprint.
> -
>
> what is the expected amount of third-party sponsorships?
> -
>
> Specific sponsorship of the community day/code sprint is not being
> sought. Our sponsorship drive is more broadly for OSGeo Oceania activities,
> including FOSS4G SotM Oceania 2019, and the expected amounts are detailed
> in the budget linked above. 14 sponsors have strongly indicated that they
> will be sponsoring this year. These sponsorship funds will contribute to
> half of the cost of the community day/code sprint.
>
> -
>
> what in-kind donations are expected (such as donated use of a
> conference room)?
> -
>
> The classrooms for the community day and code sprint at the
> Rutherford House are free, donated by the Victoria University of Wellington.
>
> -
>
> what is the desired amount of OSGeo sponsorship?
> -
>
> Catering costs are expected to be $45NZD per head, with an expected
> attendance of 100, so a total cost of $4,500 NZD.
> -
>
> We request OSGeo to cover half the cost for the expected attendance
> of 100 people, or $2,250 NZD.
>
> -
>
> what is the expected cost per attendee, for travel, lodging, and food?
> -
>
> There is no cost to attend the community day. There will be minimal
> incidental costs for the majority of attendees as they will already be in
> town for the conference. Accommodation in Wellington ranges from $30/night
> (hostel) to $200/night (high end hotel).
>
> -
>
> what is the expected cost for the venue (such as conference room, wifi
> support, snacks, etc)?
> -
>
> The community day venue is being provided for free by Victoria
> University of Wellington.
> -
>
> The organising committee will be attending to provide support. Our
> volunteer team is listed at https://2019.foss4g-oceania.org/team.
> -
>
> Community day/code sprint venue costs will only involve catering,
> for example:
> -
>
> https://www.simplyfood.co.nz/menu-overview/conference-menu/
> -
>
>
> https://www.wishbone.co.nz/catering/?tx_wishbone_showfoodpage%5Bcategory%5D=17&cHash=d3911152d4c20df28e9ecb9ce3973c6d
>
> Profit / Loss / Risk
>
> -
>
> What is the expected profit of the event, if any? where will any
> surplus money go?
> -
>
> Expected profit from the code sprint is $0. Any revenue generated
> from the conference as a whole will be held by OSGeo Oceania, a non-profit
> company limited by guarantee. These funds would be used for similar future
> events organised by OSGeo Oceania.
>
> -
>
> Under what circumstances might the event incur a loss? how will this
> risk be mitigated?
> -
>
> The community day and code sprint will incur a loss if unforeseen
> circumstances cause the conference to be cancelled very close to the time
> of the event. We are assessing options for insurance cover to mitigate this
> risk. OSGeo Oceania will absorb any losses that do occur. Seeking funding
> from OSGeo is also part of our mitigation strategy.
>
> _______________________________________________
> Board mailing list
> Board at lists.osgeo.org
> https://lists.osgeo.org/mailman/listinfo/board
--
--
Jody Garnett
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