[FOSS4G2016] travel granting - your opinion

Mon Apr 18 08:22:26 PDT 2016

One more: let's make sure to be clear on what's included in the 
accomodation bill:
I'd suppose that's stay with breakfast included.
Other items such dinner, (mini)bar at own expense.

regards,

Gert-Jan

till.adams at fossgis.de schreef op 18-04-2016 16:50:
> I'd say, we pay for the hotel directly. Also Michael Gould (involved
> in F4G 2014) recommended not to give money out of our hands. The only
> exception would be for the students, that work for us, because they
> get their conference-ticket anyway, so the money could be used for
> traveling by themselves. But then we'd pay the money after the
> conference personally.
> 
> 
> Till
> 
> 
> Am 2016-04-18 16:37, schrieb Gert-Jan van der Weijden (OSGeo.nl):
>> Hi all,
>> 
>> I was wondering how we handle the accomodation costs.
>> Do we pass out a sort of cheque worth 400 euros (1000 euros minus
>> costs for , and can it be used by the students on their own behalf
>> (and thus leave them the choice of a hotel)
>> 
>> Or do we make an arrangement with a hotel and pay the accomodation
>> (on behalf of the LOC)?
>> 
>> 
>> regards,
>> 
>> Gert-Jan
>> 
>> 
>> 
>> christoph at baudson.de schreef op 18-04-2016 12:40:
>>> Hi, I have prepared a first draft here
>>> 
>>> https://wiki.osgeo.org/wiki/Talk:FOSS4G_2016_Travel_Grants#Website_template
>>> I have several questions and would love to hear some opinions
>>> - Private donors: Will we have an incentive for them? Raffle or hall
>>> of fame? Suggested donation amount of 25€ ok?
>>> - I proposed a goal of 1000€ for private donations. ok? Can we have a
>>> progress bar for private donations on the website? Maybe this will
>>> help us reach the goal.
>>> - Students who apply for both the travel grants and studentship
>>> program: How much will they earn for volunteering?
>>> - Points system: are points for origin granted by country of 
>>> residence
>>> or nationality?
>>> - Will we award points for all students, or those under a specific 
>>> age?
>>> - How will the application work? Send an email? Web form?
>>> - Any suggestions for a timeline? I proposed May 1st to 31st, with a
>>> decision in the first week of June
>>> Thanks for your input :)
>>> Christoph
>>> 
>>> Am 2016-04-17 14:28, schrieb till.adams at fossgis.de:
>>>> Hi,
>>>> yes, that should be possible, but perhaps its better to put that in
>>>> the confirmation email, because people are also guieded to the
>>>> accommodation page after registering.
>>>> I like your thoughts, let's prepare that and decide next thursday in 
>>>> IRC.
>>>> Thanks for updating the text, that's definitely needed ASAP.
>>>> Till
>>>> 
>>>> Am 2016-04-17 13:56, schrieb Christoph Baudson:
>>>>> Hi Till,
>>>>> thanks for your thoughts.
>>>>> First of all, is it possible to link to the travel grants donation 
>>>>> page
>>>>> during checkout? Kristin Bott told me they raised about 1K $ in 
>>>>> 2014 by
>>>>> this. Is the donation paypal account ready? What is the paypal 
>>>>> account's
>>>>> address?
>>>>> Regarding your suggestions:
>>>>> 1. I think the point system sounds great. Will we decide in the 
>>>>> next irc
>>>>> meeting? I would like to have it on the travel grants section on 
>>>>> the
>>>>> website - I will start and prepare a text, I will also start work 
>>>>> on
>>>>> http://foss4g2016.org/redmine/issues/290. I will post a draft by
>>>>> tomorrow night.
>>>>> 2. Accomodation and conference pass: +1
>>>>> I also like the idea of travel funding for students joining the
>>>>> studentship programme. Maybe these students could get a bonus point 
>>>>> in
>>>>> the point system above. Maybe this would also create an incentive 
>>>>> for
>>>>> students to work for us.
>>>>> Thank you
>>>>> Christoph
>>>>> 
>>>>> 
>>>>> 
>>>>> On 15.04.2016 10:53, till.adams at fossgis.de wrote:
>>>>>> Dear list,
>>>>>> looks like this is my favourite subject these days, the "travel 
>>>>>> grants".
>>>>>> Now we have 10k $ and want to ask the community for personal 
>>>>>> donations
>>>>>> via FOSSGIS paypal account (as dicsussed on IRC yesterday). Now we 
>>>>>> need
>>>>>> clever ideas, how to proceed with this.
>>>>>> I just had a phonecall and discussion with Torsten about this 
>>>>>> topic and
>>>>>> like to share  my ideas with you and also request for your opinion 
>>>>>> on this.
>>>>>> 
>>>>>> 1. Who gets a grant?
>>>>>> My idea that I also discussed with the board is based on a "point 
>>>>>> system"
>>>>>> Country points:
>>>>>> I like the idea to follow world banks country rating. They 
>>>>>> assigned all
>>>>>> countreies due to average income into 4 groups. So, looking to the 
>>>>>> last
>>>>>> (in sense of "most poor" group), people applying from there become 
>>>>>> 3
>>>>>> points, from the second poorest group 2 and from the next 
>>>>>> classified
>>>>>> group 1 point. I would also cut here and not accept any applying 
>>>>>> people
>>>>>> from other countries.
>>>>>> Male/Female
>>>>>> In order to prosper a diverse community, in general applying women 
>>>>>> get
>>>>>> +1 point.
>>>>>> Students
>>>>>> If a student applies, he/she gets another +1 point
>>>>>> Proposal/Talk
>>>>>> Board initially wanted that only spekaers become a grant, but for 
>>>>>> this
>>>>>> we are too late, so I convinced them, not to make this to the 
>>>>>> onliest
>>>>>> criteria, but i agreed to take that into account. So I would rate 
>>>>>> a
>>>>>> handed in proposal with 1 point and an accepted talk with 3 
>>>>>> points, so
>>>>>> that we ensure, that people that handed in a talk become in favour 
>>>>>> of
>>>>>> our granting programme if they have an accepted talk and apply for 
>>>>>> the
>>>>>> granting program.
>>>>>> This is in my eyes a transparent procedure and everybody could 
>>>>>> rate
>>>>>> him/herself and see, whether he/she gets a chance for granting.
>>>>>> 
>>>>>> 2. What do we grant?
>>>>>> That's really not easy. 2014 and 2015 only granted attendance fee 
>>>>>> and
>>>>>> accommodation and I think that's the way we should proceed as 
>>>>>> well,
>>>>>> because it is really tricky to pay for someones travel. When do we 
>>>>>> get
>>>>>> receipts? What if we pay for a flight and the granted person 
>>>>>> becomes ill
>>>>>> or does not get a visa? Pay money in advance and people disappear? 
>>>>>> ->
>>>>>> two words: very difficult.
>>>>>> So my favourite is to grant accommodation and conference pass.
>>>>>> But - what do we do with the applying student,s that also take 
>>>>>> part on
>>>>>> the studentship programme? If they get a free ticket, there is no 
>>>>>> need
>>>>>> for them to work for us. Solution: As a non-profit organisation we 
>>>>>> can
>>>>>> pay a volunteering lump-sum, it's somewhere between5 and 700€ per 
>>>>>> year.
>>>>>> So we could pay this for granted students, that also take part on 
>>>>>> the
>>>>>> studentship programme and they can use it for paying their travel. 
>>>>>> they
>>>>>> get the money cash after the conference.
>>>>>> 
>>>>>> 
>>>>>> 
>>>>>> Please share your ideas!
>>>>>> Till
>>>>>> 
>>>>>> 
>>>>>> 
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