[Qgis-psc] [Board] QGIS UserConf 2019. Financial support request. Estimated budget attached

Tue Jan 8 22:46:45 PST 2019

Hi Luigi, Carmen and others,

Thank you for sharing the document.

I can comment on the QGIS.ORG financial contribution:

In the budget I have a total of 7500 €. The contribution of 4000 € in your
budget is fine, but it is meant for both the dev meeting and the
conference, with an emphasis on the dev meeting (e.g. mainly covering venue
cost of dev meeting and meals at the dev meeting). The other 3500 are
reserved for flight and hotel cost (always hard to estimate in advance) -
and it may not be enough - depending how many contributors want to be
reimbursed.

What I wanted to say is that the 4000 € are not mainly targeting the
conference, but more the dev meeting. However: if you can provide a venue
for free or very cheap for the dev meeting, that money can be used for the
conference.

It would be good if the conference would be self-covering: the conference
tickets and potential conference should cover everything. Don't rely too
much on OSGEO and QGIS.ORG for the reasons I explained above.

About your estimates of the number of attendees:

200 seems very ambitious - given that everything is organized on very short
notice. Typically, people plan ahead (several months at least) and don't go
to conferences on short notice and ad hoc. Therefore I would plan with
fewer people (let's say 100) and be pleasantly surprised if more people
register. Looking back at Nodebo (which was planned with more time ahead)
there were typically not more than 100 people.

Another note: it is very important that you publish the titles of the
presentations and workshops really fast! This is the main point why people
register or not for a conference. They want to know what to expect. Don't
wait until the schedule is fixed, but publish what you have soon and do
revisions later. This is not a  problem. But it is a problem if people
can't see what to expect from the conference.

Reminder to myself: submit a presentation and workshop proposal ;-)

Good luck with the organization! Let us know if we can further assist you!

Greetings,
Andreas

On Tue, 8 Jan 2019 at 22:32, Luigi Pirelli <luipir at gmail.com> wrote:

> I sent to PSC list with an attachment that has been blocked
>
> here [1] you can find the budget we planned for the event...
> I can see in [2] that QGIS reserved 7500€ in which there are some dinners,
> developer hosts and so on.
>
> We need to detail the costs that are covered by QGIS, and that that are
> manage directly by the QGIS organization... The financial aspects will be
> managed by Carmen Diez (in cc). IMHO we only need to explode the details
> and financial  responsibilities.
>
> Luigi Pirelli on behalf of the organisation committee
>
> [1]
> https://www.dropbox.com/s/btyqlxbog5y1ipz/Budget%20User%20Conference%20QGIS%202019.pdf?dl=0
> [2]
> https://docs.google.com/spreadsheets/d/1I_xXVE8RGBNFnJGoBhdLYO4MVm8DlCRudhM1DRINSq8/edit#gid=0
>
>
> On Tue, 8 Jan 2019 at 22:13, Anita Graser <anitagraser at gmx.at> wrote:
>
>> Hi Luigi,
>>
>> We discussed sponsorship of the A Coruna event yesterday at the QGIS PSC
>> meeting and concluded, that we'd be fine with what is already planned in
>> the QGIS.ORG 2019 budget. If you already sent a sponsorship request to
>> QGIS.ORG, sorry, I currently cannot locate it but what amounts are we
>> talking about?
>>
>> Regards,
>> Anita
>>
>>
>>
>>
>> On Tue, Jan 8, 2019 at 9:45 PM Luigi Pirelli <luipir at gmail.com> wrote:
>>
>>> I'll give a feedback to the local group, but I feel we are in time to
>>> wait the January board meeting.
>>> If we have a different position I'll write you back.
>>>
>>> regards
>>>
>>> Luigi Pirelli on behalf of the organisation committee
>>>
>>>
>>> On Tue, 8 Jan 2019 at 21:41, Jody Garnett <jody.garnett at gmail.com>
>>> wrote:
>>>
>>>> The java for the clarifications could, if you are available I would
>>>> like to request you attend the January board meeting.
>>>>
>>>> As indicated we are in an awkward spot because 2019 budget not yet set.
>>>> Is it possible to give you answer in February when we are more organized
>>>> with a budget? Or is it important to act now ...
>>>>
>>>> On Tue, Jan 8, 2019 at 12:34 PM Luigi Pirelli <luipir at gmail.com> wrote:
>>>>
>>>>> Hi Jody
>>>>>
>>>>> I'm answering inline
>>>>>
>>>>> On Tue, 8 Jan 2019 at 00:50, Jody Garnett <jody.garnett at gmail.com>
>>>>> wrote:
>>>>>
>>>>>> Looks great! We are currently setting our budget for 2019
>>>>>> <https://wiki.osgeo.org/wiki/OSGeo_Budget_2019> so we cannot respond
>>>>>> right away.
>>>>>>
>>>>>> Reading to see what form of financial support are you looking for:
>>>>>> Looking at the attachment it is a request for 4.000€. Since QGIS and
>>>>>> OSGeo are listed separately than sponsors probably as a host of the event.
>>>>>> - We tend to like hosting events (some financial risk but a chance to
>>>>>> support earlier) rather than sponsorship (we do not need to compete for
>>>>>> visibility with sponsors who are working with limited marketing budgets) ...
>>>>>>
>>>>>
>>>>> I agree, we just started sponsorship campaign.
>>>>> https://twitter.com/Ginetto/status/1082565867945238528
>>>>>
>>>>>
>>>>>> - Is this support you are asking for from OSGeo directly, or is it to
>>>>>> be part of the budget request from the QGIS team?
>>>>>>
>>>>>
>>>>> We are asking to OSGEO and QGIS too. we set the same amounts as in the
>>>>> Nødebo user conference. Usually QGIS cover some costs related to developer
>>>>> hosts and some dinners.
>>>>>
>>>>>
>>>>>> - the board is thinking of having an event budget (draft 10k) to
>>>>>> support events such as this, perhaps we should increase the amount?
>>>>>>
>>>>>
>>>>> IMHO yes, the rationale is that we decided to leave the registration
>>>>> fee as low as possible. In this case the financial risks are higher. An
>>>>> higher budget can support events where the community decided for a low
>>>>> financial barrier.
>>>>>
>>>>>
>>>>>> - Are you looking for just a transfer of funds or are you looking at
>>>>>> osgeo taking on some financial risk (which is handy if sponsorship does not
>>>>>> come through)
>>>>>>
>>>>>
>>>>> I'm personally +0, but discussing in the organizing committee we
>>>>> decided to prefer a transfer. The rationale is to have enough margin
>>>>> without risking our personal finances other than our voluntary work.
>>>>> The person in charge of the financial aspects is Carmen Diez (in CC).
>>>>> She already managed other Spanish events like GeoCamps. The bank account
>>>>> will be that of the QGIS Spanish Associacion [1] that will be used to
>>>>> receive registrations fee, sponsorships, and from which all the costs will
>>>>> be payed.
>>>>>
>>>>> Let us know what is the OSGEO position
>>>>>
>>>>> regards
>>>>>
>>>>> Luigi Pirelli on behalf of the organisation committee
>>>>>
>>>>> [1] www.qgis.es - in CC Carlos Lopez Quintanilla, the president of
>>>>> the association
>>>>>
>>>>>>
>>>>>>
>>>>>
>>>> --
>>>> --
>>>> Jody Garnett
>>>>
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>>
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-- 

--
Andreas Neumann
QGIS.ORG board member (treasurer)
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