[FOSS4G-Oceania] Travel grant program - call for ideas

[Martin Tomko]

I do not have specific feedback, except that we should certainly not overstretch. We are doing more than most conference I know of. Usually for conferences of 250-300 attendees there are only about 2-3 sponsored travel awards, so this is already huge. I would be cautious.

M.

From: FOSS4G-Oceania <foss4g-oceania-bounces at lists.osgeo.org> on behalf of Alex Leith <alexgleith at gmail.com>
Date: Tuesday, 24 July 2018 at 9:09 am
To: John Bryant <johnwbryant at gmail.com>
Cc: "foss4g-oceania at lists.osgeo.org" <foss4g-oceania at lists.osgeo.org>
Subject: Re: [FOSS4G-Oceania] Travel grant program - call for ideas

Hi All

Considering we have ~$4 k in our budget, I think we need to put our ceiling on support at $3 k from our budget.

I think that the document looks good, perhaps needs a bit of alignment, as it says 10 attendees and 20 workshop tickets, then says that we could fund 7 places, which would result in maybe 7 tickets and 14 workshop places.

What I suggest is that we submit a proposal that asks for $3 k from OSGeo, and if that's approved, we work out more finer details about implementation.

Cheers,

Alex

On Mon, 23 Jul 2018 at 11:58 John Bryant <johnwbryant at gmail.com<mailto:johnwbryant at gmail.com>> wrote:
Thanks a lot Adam, this is looking great! +1 for Friday deadline, let's get this out the door so we can put it into effect :)

A couple of things:

1) On numbers of conf passes and our contribution. Right now we're estimating ~10 conf regos, ~20 workshop passes. I reckon we should include the dollar value of these in our contribution, in addition to the Good Mojo cash contribution, ie:

10 conf regos @ $400 = $4000
20 workshop regos @ $100 = $2000
Cash from Good Mojo = $3000
Total Contribution = $9000

2) The other thing this raises is - we haven't accounted for the TGP conf & workshop regos in our budget. The workshop regos probably don't incur that much incremental cost, since we have a fair bit of space in the workshop rooms and they probably won't displace paying attendees at a 1:1 rate, so we're just looking at the cost of catering for 10 ($400) + maybe $300 in workshop registration income. Conservatively, ~$700.

But the conference registrations would be a bigger hit. Hopefully we can source some of these registrations from Good Mojo (donated and/or surplus regos), but we don't have any there yet.

Supposing we don't actually hit the absolute maximum capacity for the venue, and we aren't using regos from the full-price pool for TGP attendees, the theoretical cost of these TGP regos can be brought down to about $2250 (more or less, depending on how you do the math).

So... need to figure out where that extra $3000 is coming from. I feel there is potential to raise more awareness (and $$) for the Good Mojo program - but only if we really start working it.

The other way to look at it is this:

Estimated cash cost of our proposed TGP contribution: ~$6000
Current total amount of Good Mojo cash + surplus sponsorship: ~$4090

There are other things we should potentially consider for Good Mojo too, eg. women's breakfast, so there's currently a shortfall. I'm optimistic we can cover this by pushing hard on sponsorship, but there are no guarantees.

So, we're going out on a bit of a limb here by committing to the TGP as it stands - are we happy to do this, based on us continuing to bring in additional sponsorship and/or Good Mojo contributions?
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Alex Leith
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