[OSGeo-UK] FOSS4G 2027 Q&A Stage 2 Bristol
Dennis Bauszus
dbauszus at gmail.com
Mon Apr 20 00:47:30 PDT 2026
Good morning Vasile,
We hope you are doing well.
Were you able to get a quorum from the conference_dev voting members last
week?
We'd like to progress with the event organisation on our end as soon as
possible.
Best,
Dennis
On Thu, 16 Apr 2026 at 19:19, Vasile Craciunescu <vasile at geo-spatial.org>
wrote:
> Hi Dennis,
>
> Please accept my apologies for the silence. The voting period was extended
> until today 24:00 CET. We will get to you ASAP with the final result.
>
> Warm regards,
> Vasile
>
> On 15/04/2026 11:41, Dennis Bauszus wrote:
>
> 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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