[OSGeo-Conf] Conference funding

[Tim Bowden]

Thanks Frank and Paul.  That's helped clarify things.

Regards,
Tim

On Sat, 2007-11-10 at 11:24 -0500, Frank Warmerdam wrote:
> Tim Bowden wrote:
> > In putting together the Aust-NZ bid for FOSS4G09, the question has been
> > raised as to the procedures for handling money.  Is it the preferred
> > option for the PCO that's been engaged to provide the funding and
> > receiving sponsorship money as required, with OSGeo picking up the
> > remains (or God forbid, making up the shortfall) at the end, or would
> > OSGeo like to take a more active hand in managing the finances?  As far
> > as the local chapter is concerned, I don't think we quite have the
> > resources to handle that on our own <grin>.
> 
> Tim,
> 
> For 2007 OSGeo signed a contract with Sea to Sky, the local conference
> service organization who then administered a bank account on behalf of
> OSGeo for the conference.  All funds flowed through that account and
> after windup is complete the remainder will be returned to OSGeo though
> technically the whole operation is considered to be on behalf of OSGeo.
> 
> Something similar is being established for 2008.
> 
> Generally the local conference committee needs to have fairly direct
> access to the money through the process, so you don't want it all handled
> out of OSGeo's main accounts in the US.  But it is important to put in place
> clear controls and accounts given that the amounts of money are substantial.
> 
> OSGeo does normally provide multiple "local committee" members, and part of
> their task is ensuring that the conference is staying on budget.  As well
> the board needs to approve a fairly detailed budget and any really substantial
> variation from that budget.
> 
> These details are normally worked out post-selection, but your local group
> should expect a certain amount of meddling by OSGeo and we reserve the right
> to "pull the plug" if we feel things are spinning out of control.
> 
> (the above is my interpretation of what is happening and would happen, but
> is not authoritative OSGeo policy)
> 
> Best regards,