[Board] OSGeo Community Day/Code Sprint Sponsorship proposal
Jody Garnett
jody.garnett at gmail.com
Wed Jul 24 20:58:12 PDT 2019
No worries, and yeah your code sprint application has more than enough
information for osgeo to host the activity (so do not feel your effort was
wasted). To act please add an agenda topic to the OSGeo Board meeting later
in the month :)
* https://wiki.osgeo.org/wiki/Board_Meeting_2019-07-29
And if you are willing to share any questions about the
osgeo_financial_guidence.pdf
<https://github.com/OSGeo/osgeo/blob/master/board/documents/osgeo_financial_guidence.pdf>
it
would be great if we can discuss in this email thread (as many people have
been having the same questions).
--
Jody Garnett
On Wed, 24 Jul 2019 at 20:54, Jan Ducnuigeen <jldindc at gmail.com> wrote:
> 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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