[OSGeo-Conf] Proposal for FOSS4G 2025 from Hiroshima, Japan

Sat May 18 01:24:32 PDT 2024

Dear María,

I have prepared a version of the proposal with all amounts converted from
yen to USD, calculated at an exchange rate of 1 USD = ¥150. You can
download it from the following link:
https://www.dropbox.com/t/9BxAVXKrxQBWrrEF

Additionally, the document has been uploaded to Google Drive:
https://drive.google.com/file/d/12tVdgUPiRMqlQI2T4VY66iN8Ge5g6diD/view?usp=drive_link

Changes and additions have been highlighted in red.

While making these changes, I discovered an error in the original paper:

   - The $20K subsidy from HCVB must be refunded if there is a surplus of
   more than 20%.
   - Therefore, the surplus should be at least $4,000 (¥600,000).
   - On P37, the correct amount of $4,000 (¥600,000) is stated, but on P40
   and P41, it is incorrectly listed as $1,333 (¥200,000). The correct value
   is $4,000 (¥600,000).

Since the paper has already been submitted, we will not make corrections to
it, but we are reporting this issue here. We will also update the Wiki Page

Thank you for your understanding.

Best regards,
Nobosuke

2024年5月17日(金) 22:49 Nobusuke Iwasaki <wata909 at gmail.com>:

> Dear María,
>
> Thank you for your thoughtful feedback and kind words regarding our
> proposal.
> I appreciate the opportunity to address your questions and provide further
> clarification.
>
> Streaming Services:
> I apologize for any confusion regarding the streaming services. As
> mentioned in our vision (P.6), we aim to make the conference accessible to
> individuals from diverse backgrounds. For some individuals, economic
> barriers might be overcome, but other reasons might still prevent them from
> attending in person (e.g., physical disabilities, caregiving
> responsibilities, or geopolitical restrictions). Our intention is to ensure
> participation opportunities for these individuals by offering streaming
> services. The primary purpose of the streaming services will be targeted to
> those who genuinely cannot attend in person due to specific circumstances.
>
> Expected Attendance:
> The venue has sufficient capacity, and we will prepare for the possibility
> of more than 1000 attendees. However, based on historical attendance
> figures for FOSS4G events in Asia and Oceania, which typically ranged from
> 400 to 500 participants, we have conservatively estimated a best-case
> scenario of 600 attendees. While Firenze had 1000 in-person attendees,
> Prizren had around 700. Therefore, we chose 600 as our best-case estimate.
> Although this estimate is conservative, it is intentional to ensure we can
> effectively manage the event even with fewer participants.
>
> Encouraging Participation in Code Sprint:
> To increase the appeal of the code sprint, we consider the following
> measures:
>
> Collaboration with Communities: Enhance the code sprint by including
> activities from local communities and organizations, such as UNITAR and the
> Hiroshima Archive, to cover a diverse range of themes. By doing so, we aim
> to make the code sprint more attractive and inclusive. Additionally, we
> will work closely with FOSS4G communities to promote the event and
> communicate the agenda in advance, making it easier for participants to
> join.
>
> Supporting Geo for All's Vision: Geo for All promotes geospatial education
> and opportunities for everyone. By positioning the code sprint as an
> opportunity to realize Geo for All's vision, we aim to encourage many users
> to participate, presenting it as an excellent opportunity to experience
> programming and development.
>
> Showcase Contribution Opportunities: Emphasize how participating in the
> code sprint can provide opportunities to contribute to the development of
> various FOSS4G tools. For example, in Japan, there is a significant number
> of FOSS4G tool users, but contributions from developers and the community
> are not as widespread. We hope to encourage more participation in
> development through the code sprint.
>
> Updated Budget in USD:
> We are currently preparing an updated PDF with all financial figures
> converted to USD. We will share this document shortly.
>
> Thank you again for your insightful questions.
>
> Best regards,
> Nobosuke
>
> 2024年5月17日(金) 4:03 María Arias de Reyna <delawen at gmail.com>:
>
>> Dear Nobosuke,
>>
>> I just did a first read of your document and I want to congratulate you
>> and your LOC for such an amazing proposal.
>>
>> >  For those who cannot physically attend the venue, we will provide
>> opportunities for remote participation, allowing participants to experience
>> the conference content and engage with the community, regardless of their
>> location or circumstances
>> > All meeting rooms are fiber-optically linked, allowing for streaming
>> capabilities to remote participants
>>
>> Does this mean that you will offer streaming services of the conference?
>> And if the answer is yes, will it be paid or for free? I ask because one
>> strategy to encourage people going in person to conferences is not to
>> release the videos until after a few months.
>>
>> I see that you consider numbers that I feel are a bit low for attendance
>> (base 400, better 500, best 600). I like that you are conservative and that
>> the budget stays strong with a low number, but I think that we should be
>> prepared for the upper number to be at least 1000, considering the
>> historial data[1]. Is there a reason why 600 is the higher you planned on
>> your budget? Because even if it is very far away from me (Spain), I see it
>> is very close to some of the most vibrant communities out there. I know the
>> venue allows for more than 1500 attendees, I am just curious if I'm missing
>> some reason behind the numbers.
>>
>> Sometimes the codesprint is not of interest for the majority of the
>> audience for several reasons (considered too technical, people are tired at
>> the last day and decide to just do some tourism,...). Do you have any ideas
>> on how to encourage participation?
>>
>> I have to say, it was a bit difficult following the budget in yens. If
>> you can provide an updated PDF with the numbers also in USD, I think that
>> will help the other members of the committee to read it faster.
>>
>> Cheers!
>> María.
>>
>> [1]
>> https://docs.google.com/spreadsheets/d/1ux_hFq-C165140ZD48RRImPTHSpXj42OG3nBr9cyZYo/edit#gid=1782600951
>>
>>
>>
>> On Mon, May 13, 2024 at 2:33 PM Nobusuke Iwasaki via Conference_dev <
>> conference_dev at lists.osgeo.org> wrote:
>>
>>> Dear OSGeo Conference Committee,
>>>
>>> We are pleased to submit our proposal to host FOSS4G 2025 in Hiroshima,
>>> Japan.
>>> Additionally, you will find as Annex 1, the support letter, and as Annex
>>> 2, the detailed budget associated with our proposal.
>>>  Due to the size of the documents, we kindly request that you download
>>> the PDF from below.
>>> https://www.dropbox.com/t/YbXgZT2B8bxFGa8l
>>>
>>> I will also share the same file below.
>>>
>>> https://drive.google.com/drive/folders/1sr08Vq0frOW-lITjRD5jfneE0ehAw4x8?usp=drive_link
>>>
>>> We hope that you receive our proposal without issue and that it
>>> successfully addresses the requirements outlined in the RfP.
>>>
>>> Best regards,
>>> Nobusuke
>>>
>>> ---
>>> Nobusuke Iwasaki
>>>  Professor, Faculty of Agriculture, Tottori University
>>>  Representative, OSGeo Japan
>>>  Co-chair, FOSS4G 2025 Hiroshima LOC
>>> _______________________________________________
>>> Conference_dev mailing list
>>> Conference_dev at lists.osgeo.org
>>> https://lists.osgeo.org/mailman/listinfo/conference_dev
>>>
>>
>
> --
> 岩崎 亘典
>

-- 
岩崎 亘典
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