[OSGeo-Conf] FOSS4G 2018 Dar es Salaam Submission: Comment on Workshops

till.adams at fossgis.de till.adams at fossgis.de
Fri Dec 2 01:41:45 PST 2016

Hi Dar-LOC,

just to stress, what Eli asked for the workshops:
For Bonn we rented 120 laptops for the workshops and pre-configured 
them with OSGeo-live and asked the presenters to deliver their software 
and data early enough. Angelos and pirmin heped to put all this in our 
FOSS4G2016-OSGeo live edition. Then our (terrestris) administers copied 
the image as native OS on all the laptops (what a fun for them ;-))

This saved time for the workshop presenters and also the WIFI in the 
worksohp venues.
The overall feedback for our workshops was very positive - which in my 
eyes also initiated the overall positive spirit we had during the full 

In my eyes the concept of "bring your own" puts workshop leaders under 
pressure, because, they also have to care about the hard- and software
and not only about their workshop content within these 4 hours. So if 
ever possible, try to find venues that already are equipped with 
hardware or try to rent the hardware.

Regards, Till

Am 2016-12-02 02:57, schrieb Eli Adam:
> Hi Mark, Msilikale, and Dar LOC,
> I'm looking forward to the response on some of Steven's questions
> below and have a few questions and comments of my own.
> The workshops are very reasonably priced.  In some years, workshop
> registration fees fund a good portion of the conference.
> In 2014 we had a substantial portion of preconfigured computers.
> Partly, the plans of the workshop presenter determine the possibility
> of BYOD.  Do you think that many people will travel with laptops?
> I like the long breaks and lunches to allow for additional 
> interaction.
> The World Bank funding commitment of $100,000 is extraordinary.  What
> are the details or restrictions of when that will be fulfilled and
> transferred to the LOC?  The LOC will have contracts to sign and 
> bills
> to pay before the conference event.  With such a large portion of the
> budget coming from a single source, that raises the risk too.  What 
> is
> the LOC doing to reduce this risk?
> On Mon, Nov 28, 2016 at 5:17 AM, Steven Feldman <shfeldman at gmail.com> 
> wrote:
>> Some thoughts and suggestions from me.
>> I am a little concerned that your margins are quite low (although I 
>> like
>> your 15% contingency). Some comments on your budget
>> I suspect you may have a higher proportion of local delegates - 
>> whilst your
>> $100 price is admirable, you make a substantial loss per delegate. 
>> Perhaps
>> consider increasing local price slightly
>> I would be surprised if you got more than 300 delegates from Europe 
>> and NA -
>> this may mean that your overall attendance is lower than 500 (450 
>> paid)
> Looking at Cape Town (531), Sydney (436), and Korea (562) attendance
> might be helpful, along with the geography of attendees.
> https://docs.google.com/spreadsheets/d/1BpkO5WOFQ_DZEWNMLj_hAhEre0m0io_j-JGf7geAW5Y/edit#gid=57.
>> Are the workshop prices $75/100 for 1 or 2 days?
>> You might want to consider slightly higher rates for your 
>> sponsorship tiers
>> e.g.. Platinum $20k, Gold $10k etc - or even a little higher. You 
>> could
>> offer a 25%-50% discount to local organisations.
>> Most sponsors will want to generously support a FOSS4G in Africa and 
>> I would
>> hope that they will dig deep to make the event successful.
>> I think/hope that you will get quite a bit more sponsorship which 
>> will ease
>> the budget
>> The marketing expenses look high to me (even at European rates).
>> You should look to drive them down and consider eliminating or 
>> greatly
>> reducing paid advertising.
> No or little need for paid advertising is true at least for North
> America and Europe (attendees come because of email lists, twitter,
> blog posts by OSGeo projects and prominent community members, and
> other OSGeo communications).  For your local markets, you might know
> better.
>> I would also question whether it might be time to stop printing a 
>> massive
>> program book that is hardly read and to do more online - perhaps 
>> just a
>> simple programme schedule that enables delegates to plan their days.
> My opinion is that I like something printed.  It could perhaps be
> smaller but does need at least the schedule of each day to plan your
> sessions.  Sometimes it is nice to reference the more detailed
> information while making selections.
>> Are you sure that the costs from the PCO/Venue include recording and
>> streaming all tracks? This has become an important part of a FOSS4G 
>> and we
>> want to reach the people who cannot travel to Dar.
>> The PCO fee looks high but might not be if it includes the costs of
>> recording/streaming
>> The wifi cost seems high, can you explain how this was calculated? 
>> Are there
>> any alternatives?
>> The $150 cost of the closing party is quite high (particularly as 
>> pope will
>> have to pay for a hotel as well) and is unlikely to be affordable 
>> for people
>> on a low budget (i.e. those availing themselves of the concession 
>> for
>> ‘locals’).
>> Is there a lower cost alternative?
>> Do the numbers work if you only get 50 people?
>> Does the cost of travel limit attendance at the codesprints?
>> I would encourage you to run through a ‘worst case’ budget which is 
>> based on
>> lower attendance from outside of the region and overall. See what
>> compromises you need to make on expenditure to balance your books. 
>> Hopefully
>> it will be completely unnecessary but it is best to be prepared for 
>> the
>> worst rather than having to react if bookings or sponsorship fall 
>> below
>> target.
>> What organisation will be contracting with the PCO and venue? Or 
>> does the
>> PCO contract with the LOC and then book the venue etc?
>> This sounds like a list of tough questions, so I want to add that I 
>> am
>> confident that you and your team will be able to adapt to whatever 
>> comes up
>> and that in my opinion (as a committee member not as chair) a FOSS4G 
>> in Dar
>> in 2018 is enormously exciting for the whole OSGeo Community.
>> #mtfbwy
>> ______
>> Steven
> Looking forward to the response to Steven's questions as well as my 
> own.
> Best regards, Eli
>> On 25 Nov 2016, at 00:20, Mark Iliffe <markiliffe at gmail.com> wrote:
>> Habari FOSS4G Conference Selection Committee,
>> Please find attached our proposal and budget for FOSS4G 2018 in Dar 
>> es
>> Salaam. On behalf of our Dar LOC we wish you all the best in making 
>> your
>> decision. We are at your disposal for any questions or queries that 
>> may
>> arise. We are looking forward to this question period and welcome 
>> the
>> opportunity to demonstrate our viability for the 2018 FOSS4G in Dar 
>> es
>> Salaam.
>> Mark Iliffe and Msilikale Msilanga
>> Co-Chairs, Dar es Salaam FOSS4G 2018 Exploratory LOC
>> <FOSS4G 2018 Dar
>> Proposal.pdf><dar-foss4g2018-conference-budget.ods>_______________________________________________
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