From dbauszus at gmail.com Fri Apr 3 08:16:38 2026 From: dbauszus at gmail.com (Dennis Bauszus) Date: Fri, 3 Apr 2026 16:16:38 +0100 Subject: [OSGeo-Conf] FOSS4G 2027 Q&A Stage 2 Bristol Message-ID: Dear Conference Dev Committee; I have updated the wiki in regards to the questions posted by you. Please find the updated content of the wiki in this email. I have cc'd Paul and Illya who will co-chair the event. I have attached the updated budget ODS to reflect the changes. Please let us know if you have any further questions. Best, Dennis Bauszus https://wiki.osgeo.org/wiki/Q%26A_Stage_2_BristolPaul Ramsey - Q: On the budget I am little surprised to see almost no expense lines outside of the venue and A/V. And the A/V seems quite low given (as noted in the bid) the generally high cost of doing video capture at professional quality over multiple tracks of a conference like this. - R: Please see the *A/V* item in the answers section. - Q: I am please to see the discount registration fee is set above the fixed costs per delegate, but I do not see a student fee? They usually end up less than cost, so must be managed a little during registration (can?t have too many). - R: Please see the *Student Tickets / Late Registration* item in the answers section. - Q: The conference venue fee seems to include lunch, but not any morning/breakfast beverage service? - R: Please see the *Catering* item in the answers section. Alex Leith I have a few suggestions: - Q: From our experience, we have about 1/3 registrations in our early bird phase, 1/3 in our mid phase, and 1/3 late. That is also to say, that I strongly recommend three tiers of tickets, early (or super early), regular (early) and late (regular). Essentially, a strong incentive to register early - R: Please see the *Student Tickets / Late Registration* item in the answers section. - Q: We had two types of cheap tickets, "student" and also "community contributor". The first is self-explanatory, the second required a brief justification, but we didn't police it. - R: Please see the *Student Tickets / Late Registration* item in the answers section. - I agree with Paul that AV is important, and can be expensive, and that ensuring that recordings (and hybrid/broadcast) works well may cost extra - R: Please see the *A/V* item in the answers section. - Some expenses are missing, for example, the dinner, the icebreaker, geochicas, b2b, any breakfast events (women in geo, for example). - R: Please see the *Social Events* items in the answers section. - I think the budget needs more work. I would be happy to share our budget and actuals spreadsheets from Auckland, noting that our attendance was only 400, they should be still a good benchmark. - R: We will provide an updated budget sheet to the conference_dev mailing list today 03/04/26. Luca Delucchi Dear Briston LOC, thanks a lot for the proposals, I have few questions mainly related to budget - Q: Related to A/V you wrote 10000?, but for my experience usually they cost more, what is included in you proposals? All the rooms will be recorded? - R: Please see the *A/V* item in the answers section. - Q: There are no cost for the social events - R: Please see the *Social Events* items in the answers section. - Q: If I understood correctly the lunch price is included in the "Meeting room rental" record, this is including also coffee break at the mid morning/afternoon? - R: Please see the *Catering* item in the answers section. - Q: Do you plan to have conference T-Shirt? if yes there is no cost on the budget - R: Please see the *TShirts* item in the answers section. - Q: Cost for advertising is missing, but usually few thousands of euro are used (participating to conferences, some payed post or other activities) - R: Please the *Marketing* item in the answers section. So the proposal is good, but the budget needs a little more work for my point of view. Dennis Bauszus I will provide answers here since some of the questions are in regards to the same items. - *A/V*: We have a quote from Bluestone AV a local company specialised on A/V for events. The quote is for ?5,4326 which includes tax. Bluestone provide 9 cameras, microphones, mac books, and tripods, as well as 3 engineers over the 3 days of the conference. We can hire more engineers if required so we left the budget open to ?10,000. We believe that we are able to cover every conference session with the engineers and volunteers. We can stream either to a private YouTube channel, or Zoom. All streams will be recorded to be published later via the OSGeo YouTube channel. - *TShirts*: Shirts will be paid for extra. We are working with Spreadshirt and were able to produce printed shirts for as little as ?12. Some delegates may opt for organic premium shirts to be printed while others are not so keen on a shirt. We added [?720/?960/?1200] for [60/80/100] shirts for sponsors, volunteers, and Travel Grant recipients in the budget. - *Student Tickets / Late Registration*: We added student tickets at ?180, and late registration at ?450. Early bird registration is ?250, and the regular registration is ?370. We will cap the student tickets at 100, which is 10% of the best capacity [1000]. We distribute the registration for the budget as 10% for Student and Late each, and %40 for Early Bird and Regular each. - *Catering*: The venue catering includes three servings of tea and coffee throughout the day, mini pastries on arrival, homemade cookies mid morning, a fresh fruit selection in the afternoon, and two courses chef's choice lunch with fruit juice. - *Social Events*: The B2B event will be after the setup of the exhibition space on Tuesday. There will be a drinks reception for which we budget [1200/1400/1600] depending on the attendance scenario. We budget ?2000 for the GeoChicas / Women+ in Geospatial event. We budget ?2500 for the Icebreaker event. As for the Gala Dinner. We would like this to be a ticketed event [?80] and budget for 15% of the attendance for tickets given to sponsors / travel grant / volunteers. This adds [?7200/?9600/?12000] to the expenses. - *Marketing*: We would like to reduce print waste and only plan for digital advertisement. The idea is to have a large screen in the foyer which we can borrow. We added ?1000 for digital marketing to the budget. We have adjusted the budget in regards to the above mentioned items. We apply a multiplier to the expected sponsor revenue for the better and best attendance scenarios. We expect a surplus of [?24413 / ?35084 / ?45756] and would like to earmark ?29450 for the Travel Grant. -------------- next part -------------- An HTML attachment was scrubbed... URL: -------------- next part -------------- A non-text attachment was scrubbed... Name: Bristol 2027 Conference Budget.ods Type: application/vnd.oasis.opendocument.spreadsheet Size: 713735 bytes Desc: not available URL: From vasile at geo-spatial.org Fri Apr 3 23:00:54 2026 From: vasile at geo-spatial.org (Vasile Craciunescu) Date: Sat, 4 Apr 2026 09:00:54 +0300 Subject: [OSGeo-Conf] FOSS4G 2027 Q&A Stage 2 Bristol In-Reply-To: References: Message-ID: <9d15b3de-8292-4af0-b17f-defebac99e5b@geo-spatial.org> Dear Dennis, Thank you for the updates. We have enough information to proceed with the voting (April 6-13). Keep in touch, Vasile On 03/04/2026 18:16, Dennis Bauszus wrote: > > > Dear Conference Dev Committee; > > > I have updated?the wiki in regards to the questions posted by you. Please find the updated content of the wiki?in this email. > > I have cc'd Paul and Illya who will co-chair the event. > > I have attached the updated budget ODS to reflect the changes. > > Please let us know if you have any further questions. > > Best, > Dennis Bauszus > > > https://wiki.osgeo.org/wiki/Q%26A_Stage_2_Bristol > > > Paul Ramsey > > * Q: On the budget I am little surprised to see almost no expense lines outside of the venue and A/V. And the A/V seems quite low given (as noted in the bid) the generally high cost of doing video capture at professional quality over multiple tracks of a conference like this. > * R: Please see the *A/V*?item in the answers section. > > * Q: I am please to see the discount registration fee is set above the fixed costs per delegate, but I do not see a student fee? They usually end up less than cost, so must be managed a little during registration (can?t have too many). > * R: Please see the *Student Tickets / Late Registration*?item in the answers section. > > * Q: The conference venue fee seems to include lunch, but not any morning/breakfast beverage service? > * R: Please see the *Catering*?item in the answers section. > > > Alex Leith > > I have a few suggestions: > > * Q: From our experience, we have about 1/3 registrations in our early bird phase, 1/3 in our mid phase, and 1/3 late. That is also to say, that I strongly recommend three tiers of tickets, early (or super early), regular (early) and late (regular). Essentially, a strong incentive to register early > * R: Please see the *Student Tickets / Late Registration*?item in the answers section. > > * Q: We had two types of cheap tickets, "student" and also "community contributor". The first is self-explanatory, the second required a brief justification, but we didn't police it. > * R: Please see the *Student Tickets / Late Registration*?item in the answers section. > > * I agree with Paul that AV is important, and can be expensive, and that ensuring that recordings (and hybrid/broadcast) works well may cost extra > * R: Please see the *A/V*?item in the answers section. > > * Some expenses are missing, for example, the dinner, the icebreaker, geochicas, b2b, any breakfast events (women in geo, for example). > * R: Please see the *Social Events*?items in the answers section. > > * I think the budget needs more work. I would be happy to share our budget and actuals spreadsheets from Auckland, noting that our attendance was only 400, they should be still a good benchmark. > * R: We will provide an updated budget sheet to the conference_dev mailing list today 03/04/26. > > > Luca Delucchi > > Dear Briston LOC, thanks a lot for the proposals, I have few questions mainly related to budget > > * Q: Related to A/V you wrote 10000?, but for my experience usually they cost more, what is included in you proposals? All the rooms will be recorded? > * R: Please see the *A/V*?item in the answers section. > > * Q: There are no cost for the social events > * R: Please see the *Social Events*?items in the answers section. > > * Q: If I understood correctly the lunch price is included in the "Meeting room rental" record, this is including also coffee break at the mid morning/afternoon? > * R: Please see the *Catering*?item in the answers section. > > * Q: Do you plan to have conference T-Shirt? if yes there is no cost on the budget > * R: Please see the *TShirts*?item in the answers section. > > * Q: Cost for advertising is missing, but usually few thousands of euro are used (participating to conferences, some payed post or other activities) > * R: Please the *Marketing*?item in the answers section. > > So the proposal is good, but the budget needs a little more work for my point of view. > > > Dennis Bauszus > > I will provide answers here since some of the questions are in regards to the same items. > > * *A/V*: We have a quote from Bluestone AV a local company specialised on A/V for events. The quote is for ?5,4326 which includes tax. Bluestone provide 9 cameras, microphones, mac books, and tripods, as well as 3 engineers over the 3 days of the conference. We can hire more engineers if required so we left the budget open to ?10,000. We believe that we are able to cover every conference session with the engineers and volunteers. We can stream either to a private YouTube channel, or Zoom. All streams will be recorded to be published later via the OSGeo YouTube channel. > > * *TShirts*: Shirts will be paid for extra. We are working with Spreadshirt and were able to produce printed shirts for as little as ?12. Some delegates may opt for organic premium shirts to be printed while others are not so keen on a shirt. We added [?720/?960/?1200] for [60/80/100] shirts for sponsors, volunteers, and Travel Grant recipients in the budget. > > * *Student Tickets / Late Registration*: We added student tickets at ?180, and late registration at ?450. Early bird registration is ?250, and the regular registration is ?370. We will cap the student tickets at 100, which is 10% of the best capacity [1000]. We distribute the registration for the budget as 10% for Student and Late each, and %40 for Early Bird and Regular each. > > * *Catering*: The venue catering includes three servings of tea and coffee throughout the day, mini pastries on arrival, homemade cookies mid morning, a fresh fruit selection in the afternoon, and two courses chef's choice lunch with fruit juice. > > * *Social Events*: The B2B event will be after the setup of the exhibition space on Tuesday. There will be a drinks reception for which we budget [1200/1400/1600] depending on the attendance scenario. We budget ?2000 for the GeoChicas / Women+ in Geospatial event. We budget ?2500 for the Icebreaker event. As for the Gala Dinner. We would like this to be a ticketed event [?80] and budget for 15% of the attendance for tickets given to sponsors / travel grant / volunteers. This adds [?7200/?9600/?12000] to the expenses. > > * *Marketing*: We would like to reduce print waste and only plan for digital advertisement. The idea is to have a large screen in the foyer which we can borrow. We added ?1000 for digital marketing to the budget. > > We have adjusted the budget in regards to the above mentioned items. We apply a multiplier to the expected sponsor revenue for the better and best attendance scenarios. We expect a surplus of [?24413 / ?35084 / ?45756] and would like to earmark ?29450 for the Travel Grant. > -------------- next part -------------- An HTML attachment was scrubbed... URL: