[OSGeo-Conf] 2013 RFP Questions (Helsinki & Nottingham)

[Pekka Sarkola]

Paul and others,

Week-end has already started and whole Europe is watching football. I
presume Steve can answer later on (after England has lost against France and
Sweden ;-) Helsinki will answer on Monday (yes, we're not part of EURO
2012).

Rgs,

Pekka

---- Pekka Sarkola – pekka.sarkola at gispo.fi – www.gispo.fi ----

-----Original Message-----
From: conference_dev-bounces at lists.osgeo.org
[mailto:conference_dev-bounces at lists.osgeo.org] On Behalf Of Paul Ramsey
Sent: 8. kesäkuuta 2012 19:59
To: conference
Subject: [OSGeo-Conf] 2013 RFP Questions (Helsinki & Nottingham)

Sorry so late, but I won't penalize you for going to bed and answering
later...

In general both bids are fully thought out and I'd have no problem choosing
either.

= Nottingham =

- How sure are you of your "EMCC / AV plus other rooms" expense lines?
My experience has been that rooms alone would be about that cost, and that
AV/Wifi can easily be 50% on top of that.
- Have you priced out Wifi access for all attendees?
- You're dropping $58K on a GeoCamp (twice the main venue line!!!), what if
it's 14C out? (Man, I had a cold visit to the UK last
month...)
- You have a revenue line for a Wed Icebreaker Reception & Dinner, does that
include two events or one? You have two expense lines, one for Wed and one
for Thurs.
- Does $99 fully cover the expense of the workshop day for attendees?
(Venue, food, overhead?) Victoria did over $200 for workshop cost, and only
broke even on workshops.
- You state fees both with and with-out sales tax. Is there a category of
registrants that would not have to pay the tax?
- In general your budget is very tight, on both the revenue and expense
sides (I feel like you are missing expenses and also possibly understating
revenue). So you might want to figure out what you'd do if you had more
money than you expect, as your sponsorship line in particular is lower than
historical trends. You also might want to make sure you aren't missing any
expenses.
- Your per-person cost is $599 for a full late registration, which is within
historical ranges.

= Helsinki =

- Your stated venue costs are almost twice the highest we've seen
historically. It looks like they includes A/V implicitly, but even including
that cost I'd put the overall cost quite a bit higher than we paid even at
expensive international event halls like Barcelona or Sydney. Any comment on
that? Am I missing something? Is Wifi also included in this number?
- The higher venue cost seems to display most clearly in the workshop cost,
which is quite a bit higher than usual. Or maybe not. The numbers in the bid
document are not the same as in the full budget spreadsheet. Could you
clarify the workshop cost?
- Your per-person cost is $840 for a full late registration, $690 for early
bird. For comparison, Victoria was $565 for a full late registration, $395
for early bird. Even so you only break even with attendance of over 800.
- Do you feel like a narrower budget is possible?
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