[FOSS4G2016] Accept/reject talk emails

Sun May 8 00:02:14 PDT 2016

Hi list,

sorry, I missed this discussion completely. Now it looks like little 
late. WHat we definitely can do, is offering the accepted speakers form 
the AT a "book under Early Bird conditions" until let's say end of May. 
We have special codes for that, we can send them.

I am undecided regarding the speakers of the general track, because 
they had at least two weeks for registering or even email us and ask, 
whether it would be possible to register later under Early Bird 
conditions.

Looking into the system we have 364 registered people in the system but 
only about 300 of them completely finished their bookings - and with 
that come inti the Early Bird conditions. What we can do is delivering a 
list, so we can check, how many of the speakers already registered. 
Unfortunately Charlotte will not be able to do this in the beginning of 
this week, because we have got our hands full by running the requests 
from attendees for invoice payment, wanting vegane food, not needing a 
T-Shirt, changing their names, switching workshops, cancellations of 
workshops due to miscalculations because of exchange rates and many more 
reasons ;-)

After that we can decide to have e.g. a "special register day" for 
speakers: If they request for a code on this special day) they can 
register under early bird conditions or whatever. I wouldn't like to do 
that as a regular rule.

What do you think?

Till

Am 2016-04-27 11:37, schrieb Volker Mische:
> Hi Gert-Jan,
>
> On 04/27/2016 11:09 AM, Gert-Jan van der Weijden - Stichting OSGeo.nl 
> wrote:
>> Registering before the 1st of July seems like a good idea to me. 
>> 15th of June is perhaps even better. That leaves us with at least some 
>> time before the holiday season kicks off if presenters -for whatever 
>> reason- do not register to find an alternative.
>
> Fine for me. Are there other opinions?
>
>> Early bird discount ends in 10 days. It would be fair to extend this 
>> -just for the presenters- two week (given the fact that the upcoming 
>> weeks are filled with holidays).
>> I suppose our "financial department" has to decide whether our funds 
>> are enough to engage all 180 presenters for the reduced early bird 
>> discount fare.
>
> It's not really 180 presenters as some present several talks.
>
>
>> The travel grant program is an option for just a few presenters 
>> (those form the lower-income countries). Therefore I would not 
>> emphasize this too much, or at least make it clear that this only 
>> concerns a minority of the presenters
>
> Wouldn't this get clear from the travel grant page? I prefer making
> sure, non of possible candidates misses it.
>
> Cheers,
>   Volker
>
>
>> -----Oorspronkelijk bericht-----
>> Van: FOSS4G2016 [mailto:foss4g2016-bounces at lists.osgeo.org] Namens 
>> Volker Mische
>> Verzonden: woensdag 27 april 2016 10:15
>> Aan: list
>> Onderwerp: [FOSS4G2016] Accept/reject talk emails
>>
>> Hi LOC,
>>
>> I currently draft the email to accept/rejecting the talks. I use the 
>> email from 2014 as template.
>>
>> There is a section about attending:
>>
>> 1) If you are UNABLE to attend, please let the committee know as 
>> soon as possible, but not later than July 15th, by sending an e-mail 
>> to program at foss4g2016.org. If you are able to attend, then there is no 
>> need to let us know.
>>
>> If you haven't registered for the conference by July 15th, expect an 
>> e-mail from us asking you about your plans. Remember, the early bird 
>> discount ends on June 15th, so just go ahead and register now.
>>
>> Unfortunately, we are not able to offer any additional discount to 
>> presenters. However, we do have a travel grant program. Applications 
>> for that are due on May 30th. For more information, please see:
>> https://2014.foss4g.org/attending/discounts-and-grants/.
>>
>>
>> That makes a lot of sense, my questions are:
>>
>>  - Until which date should they register? What about 2016-07-01?
>>  - Looking at this year's Early Bird registration ends 2016-05-08. 
>> Isn't that a bit tight for people getting the emails on Thu/Fri? I'm 
>> thinking about governmental institutions here
>>  - Is the preferred link to the travel grant program 
>> http://2016.foss4g.org/attending.html#travel-grants ?
>>  - What is the travel program due date?
>>
>> Cheers,
>>   Volker
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