<div dir="ltr">Good morning Vasile,<div><br></div><div>We hope you are doing well.<br><div><br></div><div>Were you able to get a quorum from the conference_dev voting members last week?</div></div><div><br></div><div>We'd like to progress with the event organisation on our end as soon as possible.</div><div><br></div><div>Best,</div><div>Dennis</div><div><br></div></div><br><div class="gmail_quote gmail_quote_container"><div dir="ltr" class="gmail_attr">On Thu, 16 Apr 2026 at 19:19, 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>Hi Dennis,</div>
<div><br>
</div>
<div>Please accept my apologies for the
silence. The voting period was extended until today 24:00 CET. We
will get to you ASAP with the final result.</div>
<div><br>
</div>
<div>Warm regards,</div>
<div>Vasile</div>
<div><br>
</div>
<div>On 15/04/2026 11:41, Dennis Bauszus
wrote:<br>
</div>
<blockquote type="cite">
<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">
<div dir="ltr" class="gmail_attr">On Sat, 4 Apr 2026 at 07:01,
Vasile Craciunescu <<a href="mailto:vasile@geo-spatial.org" target="_blank">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">
<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_5171294866953843253m_-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_5171294866953843253m_-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_5171294866953843253m_-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_5171294866953843253m_-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>
</blockquote>
<p><br>
</p>
</div>
</blockquote></div>