[OSGeo-Conf] Final proposal for hosting FOSS4G 2015 in Seoul, Korea
cameron.shorter at gmail.com
Fri May 9 14:34:13 PDT 2014
Thank you for your proposal, and I'm delighted to see Korea submitting a
proposal for FOSS4G. There are a few areas that makes me feel positive
about a response from Korea:
1. I have been impressed with you Sanghee personally, with regards to
your commitment and initiative. Chairing a FOSS4G is a significant
amount of work, and requires some hard decisions. You will need to be
strong enough to say "NO" to a lot of people who will have valid reasons
as to why they should have a discount or something for free.
2. Korea has run regional foss4g events before, and that will provide
valuable experience and contacts.
However, having said that, I'm concerned about assumptions of attendee
profile, which will have an impact on the budget.
In particular, In your organisor minds, I suggest that you should
consider "FOSS4G Korea" to be a Regional Conference, which has the added
prestige of holding the OSGeo board meeting, and attracts a handful of
international attendees, rather than an International conference which
attracts lots of local attendees.
We learned this lesson the hard way at FOSS4G - Sydney, where we
discovered that less than half our attendees were international. In
particular, the majority of attendees we expected to come from Europe
didn't turn up. Anecdotally, we heard that Europeans were saving their
money for FOSS4G Barcelona the following year. And that was before the
successful FOSS4G-NA and FOSS4G-Europe to compete with.
Also, be very mindful of the lessons learned from FOSS4G Beijing ,
which was cancelled.
I suggest that your conservative break even version of the budget should
assume that you will only get a few attendees from Europe / North
America - maybe 30 to 50. I'd assume that 80% to 90% of attendees come
from Asia, and as such, you should make sure that these attendees can
cover the costs of the conference.
I am very nervous of the "Half price for low income countries" clause,
as I suspect that these half price tickets would constitute the majority
of attendees. If you do indeed want to keep the price down, I suggest
a. Cut costs (use a cheap venue such as a University)
b. Profile where you expect attendees to come from, and make sure the
local Asian attendees (say 80%) will cover conference costs.
c. Make sure any half price clauses, if included, will result in a
profit if 80% of attendees are paying half price.
Note also, there will be a perception from rich countries that they are
paying to subsidize local attendees, as well as paying international air
fairs, which will leave a bad taste, and may result in even less
I'm not sure how many people an Asian conference would attract, but I
wouldn't be surprised if it were 300 instead of 450. I'd suggest
considering a revised budget which considers a very conservative number
On 29/04/2014 3:45 am, Sanghee Shin wrote:
> Dear FOSS4G Selection Committee,
> On behalf of LOC, it's my great honor and pleasure to submit this final proposal for hosting FOSS4G 2015 in Seoul, Korea.
> Please note that some major changes has been made including venue, dates and co-organizer from our first LOI.
> I attached final proposals and budget estimation here. However I'd like to give you an executive summary as follows:
> 1. Venue : Seoul COEX
> 2. Preferred Dates : 14th Sep to 19th Sep, 2015.
> 3. Regular registration fee : KRW 500,000(USD 455) including VAT
> 4. Will organize 'FOSS4G Asia Special Session'
> 5. Want to introduce 'Half for low-income countries scheme'. For details, see page 24 in the proposal. Need talks with OSGeo board.
> We are ready to answer to your questions about our proposal. Let's start the talks.
> Thanks and regards,
> Shin, Sanghee
> Gaia3D, Inc. - Helping Earth Sustainable
> Tel : +82-(0)2-3397-3475
> Fax : +82-(0)2-3397-3478
> Conference_dev mailing list
> Conference_dev at lists.osgeo.org
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