[OSGeo-UK] FOSS4G 2027 Q&A Stage 2 Bristol

Wed Apr 15 01:41:44 PDT 2026

Dear Vasile,

We hope you are well. Are there any updates in regards to the voting?

Best,
Dennis

On Sat, 4 Apr 2026 at 07:01, Vasile Craciunescu <vasile at geo-spatial.org>
wrote:

> Dear Dennis,
>
> Thank you for the updates. We have enough information to proceed with the
> voting (April 6-13).
>
> Keep in touch,
> Vasile
>
> On 03/04/2026 18:16, Dennis Bauszus wrote:
>
> Dear Conference Dev Committee;
>
> I have updated the wiki in regards to the questions posted by you. Please
> find the updated content of the wiki in this email.
>
> I have cc'd Paul and Illya who will co-chair the event.
>
> I have attached the updated budget ODS to reflect the changes.
>
> Please let us know if you have any further questions.
>
> Best,
> Dennis Bauszus
>
> https://wiki.osgeo.org/wiki/Q%26A_Stage_2_Bristol Paul Ramsey
>
>    - Q: On the budget I am little surprised to see almost no expense
>    lines outside of the venue and A/V. And the A/V seems quite low given (as
>    noted in the bid) the generally high cost of doing video capture at
>    professional quality over multiple tracks of a conference like this.
>    - R: Please see the *A/V* item in the answers section.
>
>
>    - Q: I am please to see the discount registration fee is set above the
>    fixed costs per delegate, but I do not see a student fee? They usually end
>    up less than cost, so must be managed a little during registration (can’t
>    have too many).
>    - R: Please see the *Student Tickets / Late Registration* item in the
>    answers section.
>
>
>    - Q: The conference venue fee seems to include lunch, but not any
>    morning/breakfast beverage service?
>    - R: Please see the *Catering* item in the answers section.
>
> Alex Leith
>
> I have a few suggestions:
>
>    - Q: From our experience, we have about 1/3 registrations in our early
>    bird phase, 1/3 in our mid phase, and 1/3 late. That is also to say, that I
>    strongly recommend three tiers of tickets, early (or super early), regular
>    (early) and late (regular). Essentially, a strong incentive to register
>    early
>    - R: Please see the *Student Tickets / Late Registration* item in the
>    answers section.
>
>
>    - Q: We had two types of cheap tickets, "student" and also "community
>    contributor". The first is self-explanatory, the second required a brief
>    justification, but we didn't police it.
>    - R: Please see the *Student Tickets / Late Registration* item in the
>    answers section.
>
>
>    - I agree with Paul that AV is important, and can be expensive, and
>    that ensuring that recordings (and hybrid/broadcast) works well may cost
>    extra
>    - R: Please see the *A/V* item in the answers section.
>
>
>    - Some expenses are missing, for example, the dinner, the icebreaker,
>    geochicas, b2b, any breakfast events (women in geo, for example).
>    - R: Please see the *Social Events* items in the answers section.
>
>
>    - I think the budget needs more work. I would be happy to share our
>    budget and actuals spreadsheets from Auckland, noting that our attendance
>    was only 400, they should be still a good benchmark.
>    - R: We will provide an updated budget sheet to the conference_dev
>    mailing list today 03/04/26.
>
> Luca Delucchi
>
> Dear Briston LOC, thanks a lot for the proposals, I have few questions
> mainly related to budget
>
>    - Q: Related to A/V you wrote 10000£, but for my experience usually
>    they cost more, what is included in you proposals? All the rooms will be
>    recorded?
>    - R: Please see the *A/V* item in the answers section.
>
>
>    - Q: There are no cost for the social events
>    - R: Please see the *Social Events* items in the answers section.
>
>
>    - Q: If I understood correctly the lunch price is included in the
>    "Meeting room rental" record, this is including also coffee break at the
>    mid morning/afternoon?
>    - R: Please see the *Catering* item in the answers section.
>
>
>    - Q: Do you plan to have conference T-Shirt? if yes there is no cost
>    on the budget
>    - R: Please see the *TShirts* item in the answers section.
>
>
>    - Q: Cost for advertising is missing, but usually few thousands of
>    euro are used (participating to conferences, some payed post or other
>    activities)
>    - R: Please the *Marketing* item in the answers section.
>
> So the proposal is good, but the budget needs a little more work for my
> point of view.
> Dennis Bauszus
>
> I will provide answers here since some of the questions are in regards to
> the same items.
>
>    - *A/V*: We have a quote from Bluestone AV a local company specialised
>    on A/V for events. The quote is for £5,4326 which includes tax. Bluestone
>    provide 9 cameras, microphones, mac books, and tripods, as well as 3
>    engineers over the 3 days of the conference. We can hire more engineers if
>    required so we left the budget open to £10,000. We believe that we are able
>    to cover every conference session with the engineers and volunteers. We can
>    stream either to a private YouTube channel, or Zoom. All streams will be
>    recorded to be published later via the OSGeo YouTube channel.
>
>
>    - *TShirts*: Shirts will be paid for extra. We are working with
>    Spreadshirt and were able to produce printed shirts for as little as £12.
>    Some delegates may opt for organic premium shirts to be printed while
>    others are not so keen on a shirt. We added [£720/£960/£1200] for
>    [60/80/100] shirts for sponsors, volunteers, and Travel Grant recipients in
>    the budget.
>
>
>    - *Student Tickets / Late Registration*: We added student tickets at
>    £180, and late registration at £450. Early bird registration is £250, and
>    the regular registration is £370. We will cap the student tickets at 100,
>    which is 10% of the best capacity [1000]. We distribute the registration
>    for the budget as 10% for Student and Late each, and %40 for Early Bird and
>    Regular each.
>
>
>    - *Catering*: The venue catering includes three servings of tea and
>    coffee throughout the day, mini pastries on arrival, homemade cookies mid
>    morning, a fresh fruit selection in the afternoon, and two courses chef's
>    choice lunch with fruit juice.
>
>
>    - *Social Events*: The B2B event will be after the setup of the
>    exhibition space on Tuesday. There will be a drinks reception for which we
>    budget [1200/1400/1600] depending on the attendance scenario. We budget
>    £2000 for the GeoChicas / Women+ in Geospatial event. We budget £2500 for
>    the Icebreaker event. As for the Gala Dinner. We would like this to be a
>    ticketed event [£80] and budget for 15% of the attendance for tickets given
>    to sponsors / travel grant / volunteers. This adds [£7200/£9600/£12000] to
>    the expenses.
>
>
>    - *Marketing*: We would like to reduce print waste and only plan for
>    digital advertisement. The idea is to have a large screen in the foyer
>    which we can borrow. We added £1000 for digital marketing to the budget.
>
> We have adjusted the budget in regards to the above mentioned items. We
> apply a multiplier to the expected sponsor revenue for the better and best
> attendance scenarios. We expect a surplus of [£24413 / £35084 / £45756] and
> would like to earmark £29450 for the Travel Grant.
>
>
>
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