[OSGeo-Conf] More Questions to Bucharest & Sevilla LOC's

Till Adams till.adams at fossgis.de
Wed Dec 13 06:30:43 PST 2017

Dear Maria,

no worries, I know, that this may cause some work - maybe some things to
consider, if SLOC wins the competition...

(although the calculation sheet delivered should help you to to this
within some minutes ;-))


Am 13.12.2017 um 15:14 schrieb María Arias de Reyna:
> Dear Till,
> I passed the questions to the PCO, but I am not sure we will be able
> to elaborate another budget in such a short notice. The current budget
> already considers a margin of error in our favor and several costs
> that are optional, but we understand your worries. We are aware of
> your concern and, if chosen, we will work on it.
> On Wed, Dec 13, 2017 at 2:54 PM, Till Adams <till.adams at fossgis.de
> <mailto:till.adams at fossgis.de>> wrote:
>     Dear Maria,
>     thanks for your quick answers. I added two comments on your
>     answers into the WIKI. If possible, you might find some time to
>     work on these as well.. ?
>     Till
>     Am 11.12.2017 um 19:57 schrieb María Arias de Reyna:
>>     Dear Till,
>>     We have been able to compile the answers sooner as expected.
>>     Thanks Paul, Steven and Till for the questions!
>>     You can find your answers on the wiki too:
>>       * *General remark: although I like the idea to write a story
>>         around the proposal, nevertheless, for me it seems
>>         unnecessary difficult to find single events and approach the
>>         structure. This maybe the cause for some questions, you
>>         already answered in your proposal...*
>>     The idea to relate the Magellan and Elcano voyage was done to
>>     transmit the importance that the landmark of the first
>>     circumnavigation can have to our tribes and the general feeling
>>     in Spain. We apologize for any inconvenience on the easy reading
>>     of the document. Please do not hesitate to ask everything you
>>     don’t see clearly expressed in our proposal.
>>       * *the workshop fee of 110/160 seems slightly high (guess we
>>         had 80/100) or is it per day (w workshops)?*
>>     It’s per workshop, but in our calculation, we assume that
>>     everybody will pay 110€ (early bird) and we are offering
>>     additional 10% discount for people registering to two sessions.
>>     It is true the price is higher than in previous years, but we are
>>     providing a more complete service and a good percentage of free
>>     fees to compensate those who will be in disadvantage for this
>>     price change. Opposite to previous conferences, we are providing
>>     computers to all attendees and lunch, so the real final price
>>     will be cheaper for those who attend.
>>       * *the total calculation seems a bit risky to me (e. g. 1200
>>         participants, 40k surplus) - where are the levers that reduce
>>         your risk except to increase the participation fees?*
>>     As we have stated in other questions, we have tried to be quite
>>     cautious with planning the expenses, and our intention is to
>>     negotiate those prices to put the costs down. We think we can
>>     make a bigger surplus for the same number of attendees. We think
>>     that it is safer to calculate on higher costs and lower profits
>>     at the beginning and then turn those numbers around.
>>     In fact, part of the risk is already calculated on the budget as
>>     an added percentage per cost. Profit that came from lowering the
>>     costs in the final price will be revenue for OSGeo.
>>       * *Does Gala Dinner mean Gala Dinner or is it also somewhat
>>         socializing (I think this is an important point. If x hundred
>>         people are seperated by fixed seats on tables, socializing is
>>         difficult (I think the Gala Dinner of the 2010 Barcelona
>>         event is an example for what I fear, socializing took place
>>         in front of the door, not really inside)*
>>     We fully agree with your thoughts about the need of socializing.
>>     Intentionally the gala dinner is made in a format that allows
>>     exchange and networking (cocktail). Although there will be many
>>     high tables and stools or other type of chairs, (plus some
>>     contingency tables for people who need it), there will always be
>>     people who have to stand. That doesn’t mean that we’ll not enjoy
>>     very abundant and good quality food, nicely prepared as we can
>>     expect from a Gala Dinner. The space we have chosen it’s a
>>     perfect venue for this kind of dinner. The idea is to have a
>>     dynamic dinner, where people moves around the food and beverage
>>     while socializing.
>>     Please see also our previous answers regarding the dinner.
>>       * *In Bonn we shaped the Code Sprint around the conference. The
>>         idea was, to give the people the opportunity to work
>>         together, once they are in place anyhow. Do you see a chance
>>         for s.th <http://s.th>. similar for 2019?*
>>     Having a CS during the whole week is not planned at this point,
>>     but we see no reason not to do it. If there are enough developers
>>     interested in a CodeSprint during the week, there is a building
>>     just in front of the venue we can use for having a CodeSprint
>>     during the week. We have negotiated the use of some of its rooms
>>     before for free for other events, as long as it is something that
>>     contributes to the community and has no fee entry (as it is the
>>     case). If the building is not available during the whole week, we
>>     can try to look for other similar spaces close to the venue (less
>>     than 30 minutes walking) that we can use for free, as long as the
>>     CS is useful for the community and is free (which, again, is the
>>     case).
>>     We were preparing some of the smaller rooms as rest rooms so
>>     people can work with their laptops if they want during the
>>     conference. And if the weather is nice (which statistically is
>>     very probable), working on the tables under the trees is also a
>>     nice option for developers who want to work. So maybe there is no
>>     need for a specific room for the CS in a different building? If
>>     the Conference Committee or the developers think it is useful, we
>>     can arrange it. If for this extra space we want to add free food,
>>     beverages or something extra than internet, a few tables and
>>     chairs, then we will have to rearrange the budget to accomodate
>>     it (maybe some special sponsor for this?). But a basic space for
>>     working could be arranged easily for free, if there is a need for
>>     a specific space outside the venue, which at this point, we think
>>     it won't be necessary as there will be space on the same venue
>>     (although not explictly dedicated to the CS).
>>      *
>>           o *In chapt. 7.3. you write "We will try for students to
>>             engage on the codesprint so that they can learn how a
>>             codesprint works and interact with other developers
>>             [...]" - How will you do this, especially if the CS is
>>             only one day (which at least is quite enough for the
>>             people in the projects to say hello to each other)*
>>     Our base goal for students in the CodeSprint is just to make them
>>     see how a CS works. Even if they just sit there, see the
>>     interactions and learn how to report/test bugs, that will be a
>>     success from our perspective.
>>     Depending on how many volunteers to mentor those students we get
>>     (we will look for local mentors to let OSGeo developers free to
>>     do their tasks), we will be able to introduce those students to
>>     more complex tasks and even maybe make them interested enough to
>>     repeat the experience themselves later.
>>     Our “hidden” goal here is to make students aware of FOSS4G, show
>>     them how fun it is to collaborate and make them want to
>>     contribute later (or even move their career paths to FOSS4G!).
>>     Of course, the idea is to interrupt as less as possible the work
>>     of current developers during the CodeSprint.
>>       * *Looking at your sponsor's list: I think it's kind of unfair
>>         only to plan to mention the top level sponsors and let them
>>         present in the plenum. My opinion: In the end the day is as
>>         follows: We are a community of small to mid-sized companies,
>>         that are often willing to sponsor our events. If we only give
>>         big visibility to the "big players", none of the companies,
>>         that comes from our own community, that actualy support our
>>         projects will be mentioned - in relation, 8k for Gold for a
>>         small company is much more money, than 20k for google (e.g.).
>>         So my question is: Are you planning to give also
>>         small/mid-sized companies, that sponsor the event, more
>>         visibilit*y?
>>     This is something we can work further to make a very appealing
>>     sponsorship deal. We agree with your considerations about SME’s.
>>     We will, of course, give high visibility to all of our sponsors,
>>     each one according to the level of sponsorship, be it through the
>>     logo in all of the venues banners, electronic sites, through the
>>     programme, through our media associates, etc.
>>     It is true that diamond, platinum and gold will have presence on
>>     the plenary sessions, but we will allow silver and bronze to have
>>     presence in the side tracks. This means we will allocate some
>>     time for them to present their projects and goals.
>>     There will also be more visibility through the Business to
>>     Business tracks. We will reach sponsors first to check what their
>>     interests on B2B are to try to match and make the conference
>>     profitable for them. One of our ideas is to have coffee-bar like
>>     sessions on one of the smaller rooms (not one of the nine
>>     parallel track rooms), where our sponsors can have a relaxed
>>     meeting with some of their potential customers or partners or
>>     whatever focus group is interesting to them. The details of each
>>     session will be arranged with each sponsor. This is part of the
>>     "experimental gamification" we are trying to introduce in FOSS4G
>>     to help people interact with each other and make it more
>>     profitable for companies.
>>     We thank you for your comments and we’ll give it a second thought
>>     to make it attractive for all kind of sponsors.
>>     On Mon, Dec 11, 2017 at 4:11 PM, María Arias de Reyna
>>     <delawen at gmail.com <mailto:delawen at gmail.com>> wrote:
>>         Hi,
>>         We already started to answer the questions from Paul and
>>         Steven on the
>>         wiki page. Your questions will have to wait until tomorrow.
>>         On Mon, Dec 11, 2017 at 2:57 PM, Till Adams
>>         <till.adams at fossgis.de <mailto:till.adams at fossgis.de>> wrote:
>>         > Hi BLOC & SLOC,
>>         >
>>         > I've added my questions also on the WIKI [1] [2] pages.
>>         >
>>         > Please ensure to have your answers ready at least on
>>         Friday, 15th of
>>         > December! You might put them directly in place (which saves
>>         me a couple
>>         > of minutes in this fully packed week ;-))
>>         >
>>         >
>>         > Regards, Till
>>         >
>>         > [1] 
>>         https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Bucharest
>>         <https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Bucharest>
>>         >
>>         > [2]
>>         https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Sevilla
>>         <https://wiki.osgeo.org/wiki/FOSS4G2019_Q%26A_Full_Proposal_Sevilla>
>>         >
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