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<div class="moz-cite-prefix">Dear Dennis,</div>
<div class="moz-cite-prefix"><br>
</div>
<div class="moz-cite-prefix">Please check my message from from last
week to the OSGeo Conference mailing list[1] :) </div>
<div class="moz-cite-prefix"><br>
</div>
<div class="moz-cite-prefix">Best regards,</div>
<div class="moz-cite-prefix">Vasile</div>
<div class="moz-cite-prefix"><br>
</div>
<div class="moz-cite-prefix">[1]
<a class="moz-txt-link-freetext" href="https://lists.osgeo.org/pipermail/conference_dev/2026-April/006298.html">https://lists.osgeo.org/pipermail/conference_dev/2026-April/006298.html</a></div>
<div class="moz-cite-prefix"><br>
</div>
<div class="moz-cite-prefix">On 20/04/2026 10:47, Dennis Bauszus
wrote:<br>
</div>
<blockquote type="cite"
cite="mid:CAHXVc9Mk_JXSG2H0E62yAXTu3J=WkenCTXL5gRd8Xwzp-s6LRA@mail.gmail.com">
<meta http-equiv="content-type" content="text/html; charset=UTF-8">
<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"
moz-do-not-send="true" class="moz-txt-link-freetext">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>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"
moz-do-not-send="true" class="moz-txt-link-freetext">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"
moz-do-not-send="true"
class="moz-txt-link-freetext">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>
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</blockquote>
</div>
</blockquote>
<p><br>
</p>
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