[OSGeo-Conf] Questions / Remarks on Halifax proposal

Tue Dec 4 15:11:43 PST 2018

*These questions are also posted on the Wiki site...*

Congrats on providing an excellent, attractive and comprehensive proposal.

   -

   On page 27, you state: "A majority of our budget will be dedicated to
   the audiovisual." Can you clarify as the spreadsheets seem to indicate that
   Audiovisual + Live streaming + Translation will add up to $100,000. Under
   all three scenarios, $100,000 is far less than the "majority" of the three
   different total expense budgets (i.e., ~$696k - ~$863k). Can you clarify?
   -

   Given that recent conferences have employed "professional conference
   organizers" (PCO), can you elaborate on why you chose to not have a PCO?
   Was a PCO ever considered? If so, was there a reason this option was not
   pursued? Can you elaborate on what services Destination Halifax will be
   providing on a complimentary basis? Has either of the two Chairs been
   involved in the hands-on *organizing *(i.e., not just being on
   committees) for a conference of 800, or more people? Will there be any
   other paid support staff for the organizing team beside the two Chairs?
   -

   What is the obligation/commitment of work that a “discounted volunteer”
   needs to complete to obtain the discount to $400? In other words, how much
   work should a volunteer expect to need to perform?
   -

   Kudos on setting an ambitious sponsorship goal. But, as per Steven's
   earlier questions, it would be helpful to better understand how you intend
   to meet the goal. Given that top-tier sponsors (Diamond, Platinum, Gold)
   are often given "exclusive privileges" such as naming rights to large
   events, is it realistic that there will be 18 separate $2,000 investments
   in naming for the evening events (i.e., to match the $36,000 of expected
   revenue from evening event naming)? What kind of "exclusive benefits" will
   you be offering to top-tier partners if naming is not included in their
   base investment?

Thanks for your great proposal, and good luck!

MT

On Tue, Nov 27, 2018 at 11:59 AM Karine Jean <karine at 48-nord.com> wrote:

> Hi Steven,
>
> Thank you for your questions. We are very happy to clarify some points
> that may have appeared less well explained in our proposal. Do not hesitate
> to come back to us if you have any other questions.
>
> You'll find the answers to your questions directly on the Wiki.
> <https://wiki.osgeo.org/wiki/FOSS4G2020_Q%26A_2_Halifax#Questions_from_Steven_Feldman>
>
>
> Best regards,
>
>
> Jeff McKenna and Karine Jean
>
> co-chairs FOSS4G-HFX 2020 Bid
>
> In collaboration with :
> Jerome St-Louis
> Chair Program Committee
>
>
> Le lun. 26 nov. 2018 à 10:15, Steven Feldman <shfeldman at gmail.com> a
> écrit :
>
>> Hi Halifax team
>>
>> Thanks for your great proposal
>>
>> Here are a few starter questions from me:
>>
>>
>>    1. You have not provided the budget spreadsheet that was part of the
>>    RfP. Or did I miss it? Can you provide this to the Conference Committee?
>>    2. Can you provide clarity on whether you will be videoing and/or
>>    streaming just the plenaries or some of the conference streams as well? Is
>>    this provided for in your budget?
>>    3. Your budget has a very high dependency on sponsorship (up to 45%
>>    of income), higher than most previous events. Can you explain in more
>>    detail where you expect this sponsorship to come from?What are your
>>    contingencies if your target is not achieved?
>>    4. You have indicated that you will need seed funding of $50k from
>>    OSGeo, will you require any additional guarantees from OSGeo? You have
>>    proposed to remit 75% of any surplus back to OSGeo, the guideline in the
>>    RfP was for 85% to be returned to OSGeo, please explain why you are
>>    proposing a different level?
>>    5. You refer to a payment to co-chairs who will undertake the tasks
>>    of a PCO, can you provide some more detail on the amount of these payments
>>    and the scope of work to be undertaken? Will there be a formal contract
>>    between the LOC and the co-chairs? Who will arbitrate in the event of a
>>    dispute?
>>    6. Can you confirm that the workshop fee of US $200 (EB) or $300
>>    (Regular) is for 2 full days of workshops. Is there an option for attendees
>>    to register for only 1 or 2 workshops individually?
>>    7. Can you confirm what level of discount on delegate fees you are
>>    offering to workshop presenters?
>>    8. In your budget you have a $62k line for Coordination (inc event
>>    planners, transport & hotels etc). Can you explain please?
>>    9. In your budget you have a $10k line for modifications to the
>>    registration system. Can you explain what this is and why it is needed?
>>    10. In your budget you have a line for “promotional stuff” running at
>>    almost $35/delegate - can you provide some more detail please?
>>    11. You mention a Travel Grant Programme of $20k - is this a
>>    contribution to the OSGeo TGP initiative or one that will be run
>>    independently by your LOC?
>>    12. Can you confirm that any funds allocated to a TGP (your own or
>>    the OSGeo one) will be used for travel and subsistence support and that all
>>    TGP recipients willl receive a free conference pass in addition (i.e the
>>    TGP funds will not be used to cover delegate passes)?
>>
>>
>> I’ve dropped a copy of these questions into the wiki at
>> https://wiki.osgeo.org/wiki/FOSS4G2020_Q%26A_2_Halifax
>> <https://wiki.osgeo.org/wiki/FOSS4G2020_Q&A_2_Halifax>  - it’s probably
>> easier for everyone reviewing if you post your answers to the wiki rather
>> than stretching this mail trail.
>>
>> Cheers
>> ______
>> Steven
>>
>>
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>
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-- 
Michael Terner
ternergeo at gmail.com
(M) 978-631-6602
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