[OSGeo-Conf] Questions for FOSS4G 2017 bidders

[Dave McIlhagga]

Ottawa is very much in the same boat here. We’re committed to ensuring that OSGeo does get a very significant proportion of any surplus that arises — the examples provided within the bid testify to this.

Thanks,

Dave



> On Oct 30, 2015, at 2:57 PM, Robert Cheetham <cheetham at azavea.com> wrote:
> 
> Apologies to the list.  I thought I'd hit Reply-All.  Regarding your followup question:
> 
> 
> Can you clarify one further question re 5) below. If attendance is less than 1000 how does the surplus (presumably less than $75k) get shared between OSGeo, you organising committee and the PCO?
> 
> 
> We recognize the importance of this payment to OSGeo, and also the importance of a well run FOSS4G conference that makes attendees, speakers, and sponsors happy. We are confident that the combination of our very experienced team, an outstanding location, and deep well of passion for making FOSS4G a success will enable us to meet or exceed expectations all around.
> 
> At attendee levels less than 1,000, the payment to OSGeo would scale down, while remaining as generous as we can make it. In the unlikely event that there is no surplus, a payment will not be made. Under no circumstances, however, will OSGeo be required to cover a loss, but no payment will be made to OSGeo that causes the conference to run at a loss.  We believe this represents a shared risk for the OC, the PCO and OSGeo.
> 
> At the lowest levels approaching break even, we will use our experienced judgement about deciding between cuts to F&B and any other expenses we can cut, and a slightly larger payment to OSGeo. This is largely hypothetical, as we are confident FOSS4G 2017 in Philly will be a huge success.
> 
> We trust OSGeo’s support of the event, including widely socializing the benefits of the program to the community at large, will help ensure the number of attendees and sponsors will enable us to exceed our goal. 
> 
> 
> Regards,
> 
> Robert
> 
>  
> 
> 
>> On 30 Oct 2015, at 04:59, Robert Cheetham <cheetham at azavea.com <mailto:cheetham at azavea.com>> wrote:
>> 
>> Steven,
>> 
>> Thank-you for your questions.  The Philadelphia response is provided below:
>> 
>> Regards,
>> 
>> Robert
>> 
>> ------------------
>> 
>> 1. The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Ottawa. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?
>> We developed our budget in collaboration with our PCO. The Eclipse Foundation has extensive experience based on operating large open source conferences for many years, including the FOSS4G North America conference ins 2015 and 2016. Their estimates are likely far better than ours would be without them.  Beyond that, as our bid notes, our estimates are based on estimates provided by the Pennsylvania Convention Center, Marriott Hotel, and Philadelphia CVB. We have as much confidence in them as is possible prior to contracting. Further, the PCO has agreed to underwrite the conference and to cover any losses, so they are extremely motivated to develop conservative, achievable estimates.
>> 
>> 2. Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?
>> We developed our sponsorship targets in collaboration with our PCO. Given their experience with FOSS4G NA 2015 and 2016,  their close work with their membership base, many of which are key sponsors, and experienced business development team, we believe our sponsorship estimate to be reasonable and credible.
>> 
>> 3. Do you require a guarantee from OSGeo? If so please provide details
>> No guarantee is required by OSGeo. Our PCO has agreed to finance the conference and cover any loss.
>> 
>> 4. What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?
>> We used the following for an estimate: 
>> 64% pay full access
>> 8% student
>> 4% non-corporate
>> 10% sessions only
>> 15% workshop only.
>> 
>> 5. Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates
>> Our threshold is 1,000 for $ 75K.  Payment of 75K would occur at the 1,000 attendee mark as detailed in our proposal. We believe the attendee estimates to be credible for the Philadelphia area.
>> 
>> 6. What is your break even level?
>> The break even level is approximately 785 people based on a conservative budget. In reality, it is probably a bit lower as we would be able to make adjustments to some expenses such as F&B and still remain above the minimums required to avoid incurring a penalty.
>> 
>> 7. Can you provide an estimate of the loss per delegate below your break-even level
>> As attendance goes down, fixed costs are spread across a smaller and smaller base so it is variable based on attendance.  As described above, our PCO has agreed to cover any losses.
>> 
>> 8. Please detail the PCO fee structure
>> On page 15, the PCO fee structure is listed as “Operations” and is listed as $90,000. The range of services being provided by the PCO are listed on page 12, and include financing the conference, graphics design, web design, registration management, session management, managing subcontractors like decorators/AV/Internet/etc., marketing, business development and working with sponsors.
>> 
>> 
>> 
>> On Thu, Oct 29, 2015 at 3:36 PM, Steven Feldman <shfeldman at gmail.com <mailto:shfeldman at gmail.com>> wrote:
>> Hi Boston, Ottawa and Philadelphia
>> 
>> Thanks for your hard work in submitting proposals.
>> 
>> No doubt you will receive questions from others on programming and other topics, my questions will focus primarily on financial matters.
>> 
>> Boston
>> There appears to be a requirement to fill a block of hotel rooms over 5 nights. What are the consequences if you fail to fill these rooms
>> You mention that you will be seeking a financial guarantee from OSGeo
>> Can you advise the extent of the guarantee required
>> How will you mitigate any shortfall beyond the level of the guarantee
>> Can you confirm that you have read the draft agreement prepared for 2016 and that you would be willing to enter into a similar agreement
>> You mention workshop presenter compensation, can you provide details of this.
>> Can you provide an estimate of the loss per delegate below your break-even of 700
>> Your sponsorship estimates are very ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?
>> Please detail the PCO fee structure
>> What is the travel time between the two workshop venues?
>> 
>> Ottawa
>> The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Philadelphia. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?
>> Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?
>> Do you require a guarantee from OSGeo? If so please provide details.
>> What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?
>> Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates
>> What is your break even level?
>> Can you provide an estimate of the loss per delegate below your break-even level
>> Please detail the PCO fee structure
>> 
>> Philadelphia
>> The financial element of your proposal (delegate rates, sponsorship, qualifications to estimates) is very similar to that provided by Ottawa. Can you confirm whether these estimates have been prepared by the LOC or by your PCO?
>> Your sponsorship estimates are ambitious, what proportion is committed or highly likely (i.e you have had informal discussions with the sponsor budget holder)?
>> Do you require a guarantee from OSGeo? If so please provide details.
>> What mix of delegate types (corporates, non-corporates, students etc) is your income based upon?
>> Can you confirm that your plan is to return $75k to OSGeo if you achieve 750 delegates
>> What is your break even level?
>> Can you provide an estimate of the loss per delegate below your break-even level
>> Please detail the PCO fee structure
>> 
>> Look forward to hearing from you all
>> 
>> Cheers
>> ______
>> Steven
>> 
>> 
>> 
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