[OSGeo-Conf] Conference_dev Digest, Vol 89, Issue 15

Tue Feb 24 12:12:57 PST 2015

Hello Jeff,

Just to finish our response to your queries and questions. I've selected
the two questions which are waiting for answers.

- Section 7: I am not so sure the budget should assume 1,000 attendees
only.  I would be good to also account for less, such as numbers for 600,
800, and 1000 attendees.  I do value your passion and goals for 1,000
though.

>> MCI (our PCO) will update our budget accordingly.

*** MCI and I have worked on updating the budget as requested. I have
emailed two variations of the budget to you Jeff which you can distribute
to the OSGeo committee on my behalf – one at 850 and one at 600 delegates.
One of the key variables in managing the budgets under these circumstances
is the room hire – we plan to confirm space with the CCD for the numbers we
know we can get, and hold options on the additional space that we hope to
need. The auditorium is the best room for plenaries (seats 2,000) but if
our numbers are below 900 then we can use Liffey B instead – a room that is
50% cheaper to rent. As the numbers dip down towards 600, we move down into
Liffey A, giving another saving on room hire. Thus we can scale the room
hire to best match our likely numbers.
We will need to asses previous meetings and their booking patterns (who
books and when) as this will help us to negotiate this arrangement with the
CCD.

- I don't see any proposed expenses for Workshop machines (this is often a
major expense).  I wonder if, as a worst case scenario, you could provide
an estimated budget that includes costs for hosting the workshops at the
CCD venue (will be very pricey, compared to a university setting, but you
can later examine the university option). Or, outline costs for the
university hosting the workshops and providing the machines and tech
support.

>> MCI (our PCO) will investigate this and revert quickly to you.

**** To answer this question we shall provide a more clearer idea of our
planning. Our intention is not to run the workshops in the CCD – due to the
cost of venue hire and the cost of the required infrastructure and
machines.

The CCD is within three minutes walk of the National College of Ireland
(NCIRL) [you'll see it on the map http://peterm7.com/foss4g2016/], which
has 6 labs with between 35 and 70 machines that are available to rent for
rates in the region of €500 to €800 per day per lab. Obviously the
technical requirements of the workshop may have an impact of the rental
figures, but this is a good guide.

Part of our overarching ethos of open doors and partnership is to bring in
as many stakeholders as we can to the community – so we are actively
talking to NCIRL, University College Dublin (UCD), Trinity College Dublin
(TCD) etc about becoming partners in the event so that we can either access
internal staff rates for these labs or remove the cost entirely.

Likewise, we intend to work with our commercial partners to identify lab
space that we can access without cost in some of the many technology
companies located near the CCD. This would be particularly useful for
workshops which will be "bring your own device" workshops. This also
integrates those companies into the very fabric of FOSS4G 2016.  All of
these company locations are within easy walking distance of CCD allowing
easy access for 1/2 day labs in different locations.

On Tue, Feb 24, 2015 at 8:00 PM, <conference_dev-request at lists.osgeo.org>
wrote:

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>    1. Re: Conference_dev Digest, Vol 89, Issue 13 (Jeff McKenna)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Mon, 23 Feb 2015 20:27:11 -0400
> From: Jeff McKenna <jmckenna at gatewaygeomatics.com>
> To: conference_dev at lists.osgeo.org
> Subject: Re: [OSGeo-Conf] Conference_dev Digest, Vol 89, Issue 13
> Message-ID: <54EBC55F.7080808 at gatewaygeomatics.com>
> Content-Type: text/plain; charset=windows-1252; format=flowed
>
> On 2015-02-23 5:51 PM, Peter Mooney wrote:
> > Hello Jeff
> >
> > The answers to some of your questions and queries. We have a little work
> > to do to answer two of the questions.
> >
> > - Section 2: Interesting to read about the Health Atlas Ireland (I tried
> > to actually see it in action, but every link I tried required a login).
> >
> >  >> This link is really just to show the existence of the Health Atlas
> > Ireland. Most of the services use sensitive patient/health data so this
> > is why there is a logon needed. If you need screenshots I can try to ask
> > my links there for some?
>
> No need at all, I understand.  It's great that it is based on open tools.
>
> >
> >     - the CCD venue looks to be a wonderful location to host FOSS4G.  Did
> > you have any direct discussions with the CCD staff (such as about our
> > tech requirements), or visit the venue in person?
> >
> >  >> Yes we have had discussions and visits. As early as November 2014 I
> > completed a full site visit (from basement to roof). Myself and many
> > Irish-based members of the LOC have presented there as part of
> > conferences and meetings in the past. Our PCO (MCI) also conducted a
> > FOSS4G-specific site visit in February 2015. MCI have been involved in
> > conference organisation in CCD in the past. We both discussed the
> > technical requirements for FOSS4G 2016. We explained that Internet
> > connectivity and bandwidth are absolutely crucial for the success of the
> > conference. In particular as developers will announce new or updated
> > software releases there will be intense spikes of activity.
> >
> > We also discussed the need to ensure that there was completely open
> > Internet - access to FTP, SVN, GitHub, etc.
> >
> > Overall the CCD have the capability of offering 12,000 simultaneous
> > connections. The CCD have hosted other software conferences where like
> > FOSS4G 2016 there are most delegates using at least two devices (laptop,
> > smartphone)
>
> Thanks for this explanation about the venue, it sounds like you and MCI
> know it very well.
>
> >
> >     - wow I love seeing a map of the locations (we are geospatial right
> > ha), instead of me having to try to figure out that myself.  And a
> > working mapping application showing the locations!
> > http://www.peterm7.com/foss4g2016/ (I had to turn on the OSM layer to
> > see building names)
> >
> >  >> Apologies - I had uploaded the wrong version. The map now has nice
> > popups to help with understanding the location of venues for FOSS4G 2016
> >
>
> great!
>
> >     - I worry that the local committee doesn't have enough representation
> > from SME / industry. You mention the OpenApp team, and I am surprised
> > that no one from their team is included in the local committee
> >
> >  >> No need to worry :-) I have a number of SME/Industry colleagues who
> > have offered their assistance with the LOC. However they had asked to
> > hold back their names and details until a later stage. I will revert to
> > them regarding this. At minimum I will send their details to you (Jeff)
> > and the board as a private email.
>
> Ah ok, thanks.
>
> >
> >
> > - Section 7: I am not so sure the budget should assume 1,000 attendees
> > only.  I would be good to also account for less, such as numbers for
> > 600, 800, and 1000 attendees.  I do value your passion and goals for
> > 1,000 though.
> >
> >  >> MCI (our PCO) will update our budget accordingly.
>
> Thanks, and sorry to cause more work for your team.  I think the
> Conference Committee members will appreciate this update though.
>
> >
> >     - I don't see any proposed expenses for Workshop machines (this is
> > often a major expense).  I wonder if, as a worst case scenario, you
> > could provide an estimated budget that includes costs for hosting the
> > workshops at the CCD venue (will be very pricey, compared to a
> > university setting, but you can later examine the university option).
> > Or, outline costs for the university hosting the workshops and providing
> > the machines and tech support.
> >
> >  >> MCI (our PCO) will investigate this and revert quickly to you.
> >
> >
> thanks again Peter.
>
> -jeff
>
>
>
>
>
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> End of Conference_dev Digest, Vol 89, Issue 15
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