[OSGeo-Conf] [Board] [FOSS4G-2019 RFP] Re: f2f meeting follow up

Venka venka.osgeo at gmail.com
Mon Aug 21 19:23:07 PDT 2017

Hi Mike,

Thanks for summarizing the range of listed accommodations
at FOSS4G-Conferences.

I agree that increasing the range of options available to
be a very helpful for conference goers. Perhaps, this
could be mentioned in the FOSS4G-2019 RFP.

I am also forwarding this mail to the conference committee ML.
Changed the subject of the mail.



On 2017/08/22 10:15, Michael Smith wrote:
> This is what I came up with:
> https://docs.google.com/spreadsheets/d/1vuzmHAxO-JInB7WGIm8S5C4ca1ezoaKigDN8 
> vWDu3hs/edit?usp=sharing
> I also included the range for each conference based on the listed
> accommodations from the conference sites. Some of the years didn't have a
> conference hotel or a low cost option. I think this is something that 
> should
> go into the RFP, that a range needs to be made available for the 
> conference
> and listed on the web site. Having listed hostels or university dorm
> accommodations  I think goes a long way. We don't need to be making the
> conference overall cheaper, we need to increase the range of options
> available to the conference goers (IMHO).
> Mike
> ----
> Michael Smith
> OSGeo Foundation Treasurer
> treasurer at osgeo.org
> From:  Board <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
> <jody.garnett at gmail.com>
> Date:  Monday, August 21, 2017 at 7:34 PM
> To:  Michael Smith <michael.smith at erdc.dren.mil>
> Cc: "board at lists.osgeo.org" <board at lists.osgeo.org>
> Subject:  Re: [Board] [Non-DoD Source] Re:  f2f meeting follow up
>> No worries Michael, I am not sure exactly when the deadline we were 
>> given
>> falls (not sure we took mins for the AGM).
>> -- 
>> Jody Garnett
>> On 21 August 2017 at 15:06, Smith, Michael ERDC-RDE-CRREL-NH CIV
>> <Michael.Smith at erdc.dren.mil> wrote:
>>> This is on my list to do this week. I was going to get a list of FOSS4G
>>> locations and the US State Dept per diem values as an index to costs 
>>> at each
>>> location. I'll convert it all to 2017 dollars. Note that this will 
>>> be an
>>> index, not exact costs.
>>> Mike
>>> Michael Smith
>>> OSGeo Foundation Treasurer
>>> treasurer at osgeo.org
>>> From: Board <board-bounces at lists.osgeo.org> on behalf of Jody Garnett
>>> <jody.garnett at gmail.com>
>>> Date: Monday, August 21, 2017 at 2:23 PM
>>> To: "board at lists.osgeo.org" <board at lists.osgeo.org>
>>> Subject: [Non-DoD Source] Re: [Board] f2f meeting follow up
>>> Resent-From: Michael Smith <michael.smith at usace.army.mil>
>>>> I saw this thread get into the details of the RFP - for that we have
>>>> volunteers on the conference committee. My goal as a board member 
>>>> is to work
>>>> on strategy, as the conference committee knows best about the RFP 
>>>> wording
>>>> and process.
>>>> Q: Based on the affordability report, and resulting discussion, did 
>>>> we as
>>>> the board have any direction to ask the conference committee to 
>>>> steer in?
>>>> My own feedback:
>>>> 1) I was pleasantly surprised that the ticket cost of foss4g has 
>>>> not changed
>>>> significantly over the course of the events (indeed our most 
>>>> expensive event
>>>> was Sydney and our cheapest Korea).
>>>> I do not see any guidance to provide here (this was surprising to me).
>>>> 2) Attendance continues to increase limiting appropriate venues
>>>> I do not see any guidence to provide here, our community and event is
>>>> growing. I think once we get around 3000 people we may be forced to 
>>>> settle
>>>> down to consider a fixed location, but at 1000-2000 we can still 
>>>> move it
>>>> around.
>>>> 3) regional events are killing it
>>>> I do not see any guidence to provide here, our community and events is
>>>> growing.
>>>> The hope is this takes some of the strain from the global event, 
>>>> allowing it
>>>> to focus on outreach and advocacy more.
>>>> 4) hard for students to attend (also journal, etc...)
>>>> There was a strong hope that travel grant program could help out a 
>>>> lot here,
>>>> that would make me sad as this was intended to work towards diversity.
>>>> While there may be guidance here I am not close enough to the 
>>>> academic world
>>>> to provide useful direction.
>>>> 5) diversity
>>>>   The original intention of the travel grant was to bring diversity 
>>>> awareness
>>>> to our osgeo events (to apply regional events are asked to set a 
>>>> diversity
>>>> target which travel grant can help towards). During foss4g I 
>>>> attended a
>>>> diversity presentation that advocated creating a safe space.
>>>> Guidance: Trial the use of providing a safe space in the 2018 bid.
>>>> Similar recommendations online include:
>>>> - make female speakers a priority (not just in selection, but 
>>>> before hand in
>>>> promotion, one-on-one mentoring etc...).
>>>> - providing child care (this helps families attend)
>>>> Since these haver not been advocated by members of our community I 
>>>> am only
>>>> comfortable providing guidance on providing a safe space. Perhaps 
>>>> some of
>>>> these ideas can be tried out at regional conferences first.
>>>> 6) time of year
>>>> The events have moved from September/October to August placing it 
>>>> in the way
>>>> of European holidays. With the bulk of our contributors in Europe 
>>>> this has
>>>> affected how many of our contributors can attend.
>>>> Guidance: Request September / October event (to maximize 
>>>> contributors who
>>>> can attend).
>>>> I understand next years event has plans to turn this into a holiday 
>>>> for
>>>> families which is a cunning plan.
>>>> 7) travel / accommodation
>>>> I would like to avoid prime tourist season to avoid asking 
>>>> attendees pay
>>>> high airfair and accommodation costs. We did not have the number in 
>>>> the
>>>> affordability report to back this up (but Michael Smith was going 
>>>> to look
>>>> things up).
>>>> Guidance: Request September / October event (to avoid peak tourist 
>>>> season).
>>>> -- 
>>>> Jody Garnett
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