[TOSprint] IslandWood sprint -- money talks...

[Michael Gerlek]

I completely agree - if we get more than $7500 in sponsorships, the
cost to the attendees will go down accordingly.  This means we need
more help getting sponsors: If someone wants to prepare a solicitation
sheet and go after donors aggressively, pls step up!  I'd like to say
silver/gold/platinum levels at $750/1500/2250, but we'd need to
provide corresponding value in return. (I've been thinking about this,
for example you might get a 10-15 minute slot to talk about your
company or products.)

We could do an open bar, but I suspect the costs would be very high.
We can have a hosted cash bar, or bring our own drinks (to our rooms
but probably not the the dining facility, I'll ask).

The budget has no real elasticity, as it only covers lodging, meals,
and the conf room itself. There are provisions for getting refunded if
we have to cancel, but I don't have the numbers in front of me. It is
most likely we'd just cancel a subset of the rooms (and food).

(The logistics of managing the financial model is why I'm trying to
get people to write checks now, more than 6 months in advance!)

.mpg

On Jul 13, 2011, at 1:55 PM, "Steve Lehr" <steve at qpublic.net> wrote:

> I agree 100% with Daniel - we should try to get the cost for the developers
> to be $0.00
>
>
> Steve Lehr
> steve at qpublic.net
> www.qpublic.net
> qPublic Main Office:  386-734-1954
> Fax:  866-800-8637
>
>
> -----Original Message-----
> From: tosprint-bounces at lists.osgeo.org
> [mailto:tosprint-bounces at lists.osgeo.org] On Behalf Of Daniel Morissette
> Sent: Wednesday, July 13, 2011 7:54 AM
> To: tosprint at lists.osgeo.org
> Subject: Re: [TOSprint] IslandWood sprint -- money talks...
>
> Hi Michael,
>
> What happens with the budget if we get less than 30 people? Also, are the
> costs all fixed, is there some room in the budget?
>
> There are chances that people from Europe, and even some from Eastern
> Canadad/US may not be able to make it to Seattle due to distance and costs.
> Hopefully that will be compensated by new attendees from Western US/Canada
> but we're not sure yet, that's why I'm asking.
>
> BTW, One comment I got last year was that we should aim to bring the cost
> near zero for attendees since they (or their employer) already provide their
> time for free. Can we try to raise more sponsorship before setting the final
> price for attendees and asking them to pay? Maybe have multiple sponsorship
> levels since qpublic already offered more than the base 750$ sponsorship and
> that should be acknowledged somehow?
>
> I have to admit that the cash bar is not ideal (unless it's really cheap).
> Anything we can do about this to at least offer a couple of drinks to
> sprinters for the social part of the day?
>
> Daniel
>
>
> On 11-07-09 09:09 PM, Michael P. Gerlek wrote:
>> After talking over rates with the folks at IslandWood, our sprint
>> would need to raise approximately $25000.  This cost covers:
>>
>>   - 30 people
>>   - arrival evening of Feb 5th, departure afternoon of Feb 9th
>>   - single occupancy rooms
>>   - 3 square meals a day, plus coffee and snacks
>>   - 1 good conference room
>>   - 1 "social / team-building" event
>>
>> The only thing this does not include is alcohol.  (cash bar service is
>> available for extra charge)
>>
>> If each attendee pays $525, and we get ten $750 sponsors, and we use
>> the $2000 left over from previous years, then we would break even.
>> (In the past, people have really only needed to pay their lodging
>> costs, so asking for $525 "registration fee" is like a $131/night room
>> rate.)  If we get more sponsorships or something, the $525 rate will be
> reduced accordingly.
>>
>> We would need to raise $12,500 right now in order to reserve the space.
>>
>> So, if we want to make this happen:
>>
>>   **  Who is willing to pay $525 registration right now, and who is
>> willing to pay $750 (or more!) sponsorship right now?  **
>>
>> -mpg
>>
>> [PS- I have the full price breakdowns in a spreadsheet, ask me if you
>> want a copy.  In fact, might be nice for someone to check my math.]
>>
>>
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>
>
> --
> Daniel Morissette
> http://www.mapgears.com/
> Provider of Professional MapServer Support since 2000
>
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