[Foss4g2008loc] conference numbers

Carrin Martin Carrin.Martin at mrc.ac.za
Wed Nov 7 10:02:52 EST 2007

someone raised a point that I think we need to explore - the likely
number of delegates as that is going to affect the registration fee.  
our thinking was - although we anticipate between 800 and 1000, we need
a 'break even' number.
if we set that at a minimum of 600 delegates made up of: 
200 from SA (hopefully we will get more) 
200 from the rest of Africa - we had the international ICA conference in
2005 and had 200 African delegates
200 from the rest of the world - our concern is the high cost of flights
but we need to be advised and I'm sure that there will be more
this has implications for registration:
I see the Canadian $1 = R7.1
if we work on the R3 000 000.00 that I propose (excluding the exhibition
area and workshops) and divide that by 600 = R5000 per person ($704)
or divide it by 700 = R4290 per person ($604)
now its getting manageable.  
if we work on 50% registering before and the rest after, we can lower
the early to R3800 (4290-490) ($535) and add the 490 to the R4290 for
the late = R4780 ($673). 
That makes it comparable to the 2007 conference as per the
http://www.foss4g2007.org/register/ web site.  The site does not
indicate whether these are early or late reg fees. 
The cost of the computers and space is R524 000.00 divided by 1600
people (200 people x 8 workshops?) = R328 ($46) per workshop. Someone
needs to check my figures, it seems a bit low.  
This covers the cost for the labs as well for the 5 days, but we could
have an extra workshop every morning to increase the number of
workshops. Or we could increase the cost of the workshops to subsidise
the cost of registration.  I was under the impression that the demand
for workshops was high and we would need to increase the numbers.  I can
contact the local university if we need extra for both Monday and
Friday.  I think their rate is around R100 per day per computer.  
Charging R500 ($70) for each of the 8 workshop (x 1600 people) give us
an extra R275 000 which we could deduct off the cost of the full
conference, and take the R3 000 000.00 down to R2 725 000 which would be
R3929 ($551) per delegate with 700 people -  as opposed to the R4290
($604).   I see that the 2007 workshops cost was $300 and I'm not sure
if this is per workshop or for the full day.  
My concerns are: 
1. I'm not clear how the current figure have been reached.
2. please will the OSGeo folk give some thought to the number of people
they think we can expect from outside of Africa
3. The conference costs are not going to change, but we need to find a
way of sorting out the separate costs to make sure that we do not incur
any losses. 
Carrin Martin 

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