<div dir="ltr">Dear Vasile,<div><br></div><div>We hope you are well. Are there any updates in regards to the voting?</div><div><br></div><div>Best,</div><div>Dennis</div></div><br><div class="gmail_quote gmail_quote_container"><div dir="ltr" class="gmail_attr">On Sat, 4 Apr 2026 at 07:01, Vasile Craciunescu <<a href="mailto:vasile@geo-spatial.org">vasile@geo-spatial.org</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><u></u>
<div>
<div>Dear Dennis,</div>
<div><br>
</div>
<div>Thank you for the updates. We have
enough information to proceed with the voting (April 6-13).</div>
<div><br>
</div>
<div>Keep in touch,</div>
<div>Vasile </div>
<div><br>
</div>
<div>On 03/04/2026 18:16, Dennis Bauszus
wrote:<br>
</div>
<blockquote type="cite">
<div dir="ltr">
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span style="font-weight:normal">Dear Conference Dev Committee;</span></h3>
<div><span style="font-weight:normal"><br>
</span></div>
<div><span style="font-weight:normal">I have updated the wiki in
regards to the questions posted by you. Please find the
updated content of the wiki in this email.</span></div>
<div><span style="font-weight:normal"><br>
</span></div>
<div><span style="font-weight:normal">I have cc'd Paul and Illya
who will co-chair the event.</span></div>
<div><span style="font-weight:normal"><br>
</span></div>
<div><span style="font-weight:normal">I have attached the
updated budget ODS to reflect the changes.</span></div>
<div><span style="font-weight:normal"><br>
</span></div>
<div><span style="font-weight:normal">Please let us know if you
have any further questions.</span></div>
<div><span style="font-weight:normal"><br>
</span></div>
<div><span style="font-weight:normal">Best,</span></div>
<div><span style="font-weight:normal">Dennis Bauszus</span></div>
<div><span style="font-weight:normal"><br>
</span></div>
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span><a href="https://wiki.osgeo.org/wiki/Q%26A_Stage_2_Bristol" target="_blank">https://wiki.osgeo.org/wiki/Q%26A_Stage_2_Bristol</a></span></h3>
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span id="m_-7893329195834654709gmail-Paul_Ramsey">Paul Ramsey</span></h3>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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.</li>
<li style="margin-bottom:0.1em">R: Please see the <b>A/V</b> item
in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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).</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Student
Tickets / Late Registration</b> item in the answers
section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">Q: The conference venue fee
seems to include lunch, but not any morning/breakfast
beverage service?</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Catering</b> item
in the answers section.</li>
</ul>
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span id="m_-7893329195834654709gmail-Alex_Leith">Alex Leith</span></h3>
<p style="margin:0.5em 0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">I
have a few suggestions:</p>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Student
Tickets / Late Registration</b> item in the answers
section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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.</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Student
Tickets / Late Registration</b> item in the answers
section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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</li>
<li style="margin-bottom:0.1em">R: Please see the <b>A/V</b> item
in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">Some expenses are missing, for
example, the dinner, the icebreaker, geochicas, b2b, any
breakfast events (women in geo, for example).</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Social
Events</b> items in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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.</li>
<li style="margin-bottom:0.1em">R: We will provide an updated
budget sheet to the conference_dev mailing list today
03/04/26.</li>
</ul>
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span id="m_-7893329195834654709gmail-Luca_Delucchi">Luca
Delucchi</span></h3>
<p style="margin:0.5em 0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">Dear
Briston LOC, thanks a lot for the proposals, I have few
questions mainly related to budget</p>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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?</li>
<li style="margin-bottom:0.1em">R: Please see the <b>A/V</b> item
in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">Q: There are no cost for the
social events</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Social
Events</b> items in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">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?</li>
<li style="margin-bottom:0.1em">R: Please see the <b>Catering</b> item
in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">Q: Do you plan to have
conference T-Shirt? if yes there is no cost on the budget</li>
<li style="margin-bottom:0.1em">R: Please see the <b>TShirts</b> item
in the answers section.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em">Q: Cost for advertising is
missing, but usually few thousands of euro are used
(participating to conferences, some payed post or other
activities)</li>
<li style="margin-bottom:0.1em">R: Please the <b>Marketing</b> item
in the answers section.</li>
</ul>
<p style="margin:0.5em 0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">So
the proposal is good, but the budget needs a little more work
for my point of view.</p>
<h3 style="color:rgb(0,0,0);margin:0.3em 0px 0px;padding-top:0.5em;padding-bottom:0px;overflow:hidden;font-size:1.2em;line-height:1.6;font-family:sans-serif"><span id="m_-7893329195834654709gmail-Dennis_Bauszus">Dennis
Bauszus</span></h3>
<p style="margin:0.5em 0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">I
will provide answers here since some of the questions are in
regards to the same items.</p>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>A/V</b>: 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.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>TShirts</b>: 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.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>Student Tickets / Late
Registration</b>: 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.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>Catering</b>: 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.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>Social Events</b>: 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.</li>
</ul>
<ul style="margin:0.3em 0px 0px 1.6em;padding:0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">
<li style="margin-bottom:0.1em"><b>Marketing</b>: 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.</li>
</ul>
<p style="margin:0.5em 0px;color:rgb(32,33,34);font-family:sans-serif;font-size:14px">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.</p>
</div>
</blockquote>
<p><br>
</p>
</div>
</blockquote></div>