[FOSS4G-Oceania] FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07

John Bryant johnwbryant at gmail.com
Mon Sep 7 21:46:02 PDT 2020 

Excellent, thanks for the prompt response. Understood that it's not on
behalf of the board, but I think it's still good guidance for hub managers.

Cheers
John

On Tue, 8 Sep 2020 at 12:00, Greg Lauer <gregory.lauer at gmail.com> wrote:

> I wanted to follow-up on John's email as a board member (but to be clear I
> am answering as an individual and not on behalf of the Board).
>
> *Will there be any financial assistance for hubs?* We have a
> budget of $2500 allocated for the conference. As you will know, thanks to
> the stewardship of the previous Local Organising Committees' (LoC's), we do
> have other funds available. In the case of a hub requiring extra funding
> then I am confident that the Board would consider it on its merits, on a
> case by case basis. If a hub is in a position that would require extra
> support please, in the first instance contact Jonah as Committee Chair.
>
> *Will OSGeo Oceania be able to sign venue contracts and pay
> deposit/booking fees?* I will split this into 2 questions. I would be
> hesitant as a board member to sign a venue contract without undertaking
> full diligence. For example, does the venue need us to hold liability
> insurance? What is the cancellation policy (especially around COVID). What
> is the cost? In previous years, if I remember correctly, this was not so
> much of an issue. Put simply I think the Board would prefer not to enter
> into this type of contract.
>
> My personal opinion is I am hoping that local hubs are able to work with
> other community and/or educational institutions to minimise the costs of
> venues. I suspect that this will not always be the case, and as per the
> financial assistance question above, start a conversation with Jonah.
>
> As for pay deposit/booking fees then again, we would need to approach that
> on a case by case basis, again with particular note around cancellation
> fees. As a general rule we would not expect local hubs to have to pay
> upfront and OSGeo Oceania would cover the cost up to an agreed budget.
> Again, in the first instance contact Jonah.
>
> *Setting up of hub specific email addresses *John suggested the idea of
> setting up hub specific email addresses (for example
> perth-hub at foss4g-oceania.org). We are working through the mechanics of
> this and hope to have it resolved later this week.
>
> Cheers
>
> Greg
>
>
>
> On Mon, Sep 7, 2020 at 7:08 PM John Bryant <johnwbryant at gmail.com> wrote:
>
>> Thanks Jonah. For others' info, we agreed in the hub managers' meeting
>> this morning that we'd try to use this list for hub organising chatter for
>> the upcoming online FOSS4G SotM Oceania event. This list has been mostly
>> quiet over the last year or so, but its purpose for existence is to
>> organise this event, so it seems suitable. Also this should have the added
>> benefit of allowing others to chime in where needed.
>>
>> And so, we have a couple of questions, I think these are for the OSGeo
>> Oceania board:
>>
>>    - *Will there be any financial assistance for hubs?* We will need to
>>    know the answer to this one fairly promptly, so we can figure out whether
>>    we need to do fundraising, and how to set our registration prices. I
>>    understand there is $2500 budgeted for the whole event.
>>    - *Will OSGeo Oceania be able to sign venue contracts and pay
>>    deposit/booking fees?* Many of the hubs are looking for free venues,
>>    so this might not be a major concern, but if it comes up it would be good
>>    to know if we have this option.
>>
>> Thanks!
>> John
>>
>> p.s. If you're on this list from before, and don't want to stay
>> subscribed, you can easily unsubscribe yourself here:
>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>
>>
>> On Mon, 7 Sep 2020 at 11:10, Jonah Sullivan <jonahsullivan79 at gmail.com>
>> wrote:
>>
>>> Meeting notes can be found at this link
>>> <https://docs.google.com/document/d/1w53x2v8oFbND3mrJiYcmPnMknwOSVOqwRE-C_RtzTZU/edit?usp=sharing>,
>>> and copied below for your convenience.
>>>
>>> Don't forget to sign up to the foss4g-oceania
>>> <https://lists.osgeo.org/mailman/listinfo/foss4g-oceania> email list
>>> for future communications.
>>>
>>>
>>> FOSS4G SotM Oceania 2020 Hub Managers meeting 2020 09 07
>>> Attendees
>>>
>>>    -
>>>
>>>    Jonah
>>>    -
>>>
>>>    John
>>>    -
>>>
>>>    Dawn
>>>    -
>>>
>>>    George
>>>    -
>>>
>>>    Julie
>>>    -
>>>
>>>    Hamish
>>>    -
>>>
>>>    Edoardo
>>>    -
>>>
>>>    David Garcia
>>>    -
>>>
>>>    Ewen Hill
>>>    -
>>>
>>>    Tim Bryde
>>>    -
>>>
>>>    Carrol
>>>    -
>>>
>>> Apologies
>>>
>>>    -
>>>
>>>    Rafael Molina
>>>
>>> Outstanding actions:
>>>
>>>    -
>>>
>>>    ACTION: Jonah to send out meeting minutes, and invitation to next
>>>    meeting in a fortnight.
>>>
>>> Agenda
>>>
>>>    -
>>>
>>>    Sponsorship
>>>    -
>>>
>>>       Budget
>>>       -
>>>
>>>       Prospectus
>>>       -
>>>
>>>          Old Sponsorship Prospectus
>>>          <https://docs.google.com/presentation/d/1dERFhYruRW8FSiDOlWHeP7fRpKcco7grzOCNyPAbouk/edit?usp=sharing>
>>>          -
>>>
>>>          ACTION: LOC to reconfigure the prospectus for the hubs to use
>>>          -
>>>
>>>    Logistics
>>>    -
>>>
>>>       Conference Website
>>>       -
>>>
>>>          https://2020.foss4g-oceania.org/
>>>          -
>>>
>>>          Hub website:
>>>          -
>>>
>>>             External services (meetup, eventbrite, etc)
>>>             -
>>>
>>>             ACTION: LOC to create Page within the Local Organising
>>>             Committee
>>>             -
>>>
>>>             ACTION: LOC to edit Sponsorship part of website
>>>             -
>>>
>>>             ACTION: LOC update website map with each hub
>>>             -
>>>
>>>       Ticketing:
>>>       -
>>>
>>>          ACTION: LOC to create Tito events  (populated with event
>>>          details for each hub by hub managers)
>>>          -
>>>
>>>       Timing
>>>       -
>>>
>>>          Meeting planner
>>>          <https://www.timeanddate.com/worldclock/meetingtime.html?iso=20201120&p1=196&p2=152&p3=927&p4=82&p5=282>
>>>          -
>>>
>>>          2 hours where we can have common content that is live and
>>>          interactive. It will be late afternoon in Apia (2-4pm) and in the morning
>>>          in Perth (9-11am).
>>>          -
>>>
>>>       IDEA: Hub local content: call for presentations could be
>>>       centralised.
>>>       -
>>>
>>>       Communications
>>>       -
>>>
>>>          https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>>          -
>>>
>>>    Perth hub Google Drive docs
>>>    <https://drive.google.com/drive/u/0/folders/1Xdkdtem4EqxjeUUb1OmntFPRrqfs5LQj>
>>>    (feel free to pilfer!)
>>>    -
>>>
>>>    Questions from hubs:
>>>    -
>>>
>>>       Will there be any financial assistance for hubs?
>>>       -
>>>
>>>       Will OSGeo Oceania be able to sign venue contracts and pay
>>>       deposit/booking fees?
>>>       -
>>>
>>>       Will there be the possibility of using existing registration
>>>       infrastructure (Tito)?
>>>       -
>>>
>>>       When will we have the schedule for streamed content? We want to
>>>       get our own schedule finalised soon.
>>>
>>> _______________________________________________
>>> FOSS4G-Oceania mailing list
>>> FOSS4G-Oceania at lists.osgeo.org
>>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>>
>> _______________________________________________
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>> FOSS4G-Oceania at lists.osgeo.org
>> https://lists.osgeo.org/mailman/listinfo/foss4g-oceania
>>
>
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