[OSGeo-Conf] Fwd: FOSS4G North America 2013

[Cameron Shorter]

Before voting,

I'd like to understand the consequences of the conference failing. Ie 
Will OSGeo sink financially if the conference fails?
To understand this, I'd like to understand the amount of money in 
OSGeo's coffers, and projected costs for the upcoming year. Is this 
available somewhere?

On 01/08/12 02:25, Paul Ramsey wrote:
> If I may form this as a motion:
>
> "The conference committee recommends to the Board that OSGeo act as a
> financial backstop for the 2013 FOSS4GNA event. This means the board
> will (a) approve the budget of FOSS4GNA and (b) FOSS4GNA will only
> incur expenses within the envelope of that budget. In return (a) OSGeo
> will be responsible for any deficit that might be incurred by the
> event and (b) OSGeo will receive any surplus generated by the event."
>
> For reference these are the same terms FOSS4G international generally
> runs under.
>
> If I may start the bidding: +1
>
> Other bidders are listed here, please place your bids.
> http://wiki.osgeo.org/wiki/Conference_Committee#Current_Members
>
> Paul
>
> On Tue, Jul 24, 2012 at 12:05 PM, David William Bitner
> <bitner at dbspatial.com> wrote:
>> OSGeo Conference Committee,
>>
>> I am forwarding on the message that I just sent to the OSGeo Board and was
>> rightly directed to bring to your attention first.
>>
>> We are seeking action by the OSGeo Conference Committee to recommend that
>> the Board approves OSGeo to act as the financial backstop for the FOSS4GNA
>> 2013 Conference in Minneapolis, MN.
>>
>> We will turn over any revenues from this event to OSGeo after the event. We
>> would request that some percentage of any revenue turned over to OSGeo will
>> be ear marked for future FOSS4GNA events.
>>
>> Please let me know if there are any questions that I can answer or further
>> documentation that I can provide.
>>
>> Thank you very much for your support,
>>
>> David Bitner
>> Conference Chair, FOSS4G North America 2013
>>
>> ---------- Forwarded message ----------
>> From: David William Bitner <bitner at dbspatial.com>
>> Date: Tue, Jul 24, 2012 at 11:01 AM
>> Subject: FOSS4G North America 2013
>> To: OSGeo-Board List <board at lists.osgeo.org>
>>
>>
>> OSGeo Board,
>>
>> I am excited to tell you that we have settled on a date and a venue for
>> FOSS4G North America 2013 in Minneapolis, MN. The event will follow a
>> similar two days of reviewed sessions + 1 free day of sponsor sessions as
>> the event in DC this year. It will be held at the Marriott City Center in
>> Minneapolis from May 22-24. We are additionally working with a couple
>> Universities in town and with the Minnesota GIS/LIS consortium and hope to
>> have a day of workshops on May 21.
>>
>> While our goal was to provide as much time between this event and the UK
>> International Event, working with conflicts presented by our LOC and Program
>> Committee due to other events, the availability (and reduced cost) of
>> venues, and the possibilities for workshops at a University that become
>> available once classes are out all focused towards the end of May.
>>
>> I have attached a draft budget for this event along with this email.
>>
>> This budget assumes a goal audience of 500-700. With sponsorship of $60,000
>> (comparable to what was achieved for the smaller DC event) this would reach
>> profitability at 350 attendees. Fixed costs are near what we hope to receive
>> in sponsorship and as such profit per person would remain fairly static once
>> we reach 400 attendees.
>>
>> We have negotiated with the venue and are able to get these prices with
>> absolutely no room block liability. The only venue liabilities that we have
>> are on the following schedule based on a percentage of our food minimum of
>> $75,000.
>>
>> 2012-08-10 (anticipated contract signing) $1,500 (due as a deposit)
>> 2012-09-21 25%, $18,750
>> 2012-12-21 50%, $37,500
>> 2012-02-21 75%, $56,250
>> 2012-04-21 100%, $75,000
>>
>> This would be in addition to any other expenses that we would incur for hard
>> goods and professional services as we incur those costs.
>>
>> We intend to make sure that this event carries full liability and event
>> cancellation (to cover things beyond our control) insurance.
>>
>> With the $9,000 we are receiving that was carry over from the DC event, we
>> are not seeking any start up funds from OSGeo. We are still in the process
>> of arranging our fiscal sponsor to actually handle bank accounts for us, but
>> we would like to request that OSGeo be willing to act as a financial
>> backstop for this event.
>>
>> We would certainly invite an OSGeo representative to participate on the LOC
>> and to review any financial decisions being made by the Committee.
>>
>> Much as we are receiving the benefits of the DC event, we would like to push
>> forward revenue (or at least a significant percentage) to be used for future
>> specific North American events (with the next NA event likely to be 2015
>> having the 2014 international event likely in our turf).
>>
>> Please let me know if you have any questions for myself or the rest of the
>> committee.
>>
>> Thank you very much for your consideration and we look forward to seeing
>> many of you next May! Please expect announcements to start flowing in the
>> coming days.
>>
>> Sincerely,
>>
>> David Bitner
>> Conference Chair, FOSS4G North America 2013
>>
>> --
>> ************************************
>> David William Bitner
>>
>>
>>
>>
>> --
>> ************************************
>> David William Bitner
>>
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>>
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Cameron Shorter
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