[Board] OSGeo Community Day/Code Sprint Sponsorship proposal
Jan Ducnuigeen
jldindc at gmail.com
Wed Jul 24 20:54:34 PDT 2019
Thank you for providing the updated guidance Jody.
Kind regards,
-Jan
On Thu, Jul 25, 2019 at 3:22 PM Jody Garnett <jody.garnett at gmail.com> wrote:
> 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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