Past FOSS4G Reports

This page details all of the Conference Reports that were previously included in the FOSS4G Request for Proposals (RfP) document. It has been copied from that document and still needs a lot of formatting (I have formatted the 2014 report to provide an example). Tables have not been copied across

FOSS4G 2016 Conference Report

Conference Name: FOSS4GBonn 2016 Date: August 22-26, 2016 Location: Bonn, Germany Organizing Committee Contact (including email): User:Till Adams, tilladams (at) fossgis (dot) de

General Information

Attendance

General Sessions: 889 attendees from 54 Countries (20% Germany, 2/3 europe, 1/3 RotW Workshops: 400 attendees Exhibition Only: N/A Social Event: ~700

Conference Fees for 1 Individual (including Gala)

Early: 550 € Late: 750 €

Workshops Early: 80€ /half day Late: 100€/half day

Social Event Included in full registration, 65€ for additional Tickets

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

a : Silver (7.500€)/Boundless, Deutsche Bahn, GeoCat, Geops, Google, SourcePole b : Bronze (3.750€)/53north, camptocamp, cartoDB, ESRI, GeoSolutions, GISCloud, GIT, oslandia, terrestris, WhereGroup c : Supporter (1.500€)/EOX, Gaia3D, GeoBeyond, GeoPlace, Interactive Instruments, Intevation, planet, terranodo d : institutional partners (media); ESA, Fossgis, LocationTech

Financial Report

Final account settlement was done in Euros (€)

REVENUE

Total: 98.007,03 €

EXPENSES

Marketing(Web site, t-shirts, programme book, delegate gifts, signage etc): -- Venue(including meals, catering for social event): --

Total --

• for a detailed financial report of the 2016 event, please contact Till Adams privately.

Suggestions http://wiki.osgeo.org/wiki/FOSS4G_2016_Lessons_Learned (work in progress)

FOSS4G 2015 Conference Report

Conference Name: FOSS4G Seoul 2015 Date: Sept 14-19, 2015 Location: Seoul, South Korea Organizing Committee Contact (including email): Sanghee Shin, shshin (at) gaia3d (dot) com

General Information

Attendance

General Sessions: 562 attendees Workshops: 269 attendees, 379 seats Exhibition Only: N/A Social Event: N/A(Gala Dinner was co-hosted with Smart Geospatial Expo delegates)

Conference Fees for 1 Individual

Early: USD440, KRW440,000 Late: USD550, KRW550,000

Workshops Early: USD100 or KRW100,000/half day, USD200 or KRW200,000/full day Late: USD100 or KRW100,000/half day, USD200 or KRW200,000/full day

Social Event Included in full registration, USD110 for additional Tickets

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Ministry of Land, Infrastructure and Transport(Korea) : Gold/ KRW15,000,000 LX Corp : Gold / KRW15,000,000 LH Corp : Gold / KRW15,000,000 MapZen : Gold / USD15,000 Gaia3D, Inc : Gold / KRW 15,000,000 MapBox : Gold / USD15,000 Seoul Metropolitan Government : Gold / KRW15,000,000 National Geographic Information Institute : Gold / KRW15,000,000

Financial Report

Final account settlement was done in Korean Won(KRW)

REVENUE

Registration: KRW161,493,000 Workshops: KRW41,730,000 Sponsorship: KRW213,948,000

Total: KRW417,171,000

EXPENSES

Marketing(Web site, t-shirts, programme book, delegate gifts, signage etc): KRW45,640,965 Administration(On-site registration service, credit card fees, PCO fee, exhibition booth setup): KRW94,700,735 Venue(including meals, catering for social event): KRW220,829,300

Total KRW361,171,000

• for a detailed financial report of the 2015 event, please contact Sanghee Shin privately for the spreadsheet.

Suggestions http://wiki.osgeo.org/wiki/FOSS4G_2015_Lessons_Learned (work in progress)

FOSS4G 2014 Conference Report

Conference Name: FOSS4G 2014 Date: Sept 8-13, 2014 Location: Portland, OR, USA Organizing Committee Contact (including email): Darrell Fuhriman, darrell (at) garnix (dot) org

General Information

Attendance

General Sessions: 870 Full Conference Equivalents Workshops: 933 half day seats Exhibition Only: N/A Social Event: 650

Conference Fees for 1 Individual

Early: USD 650 Late: USD 750

Workshops USD 100/half day USD 150/half day

Social Event Included in full registration, $65 for additional Tickets

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Google: Gold/ USD 15,000 Amazon: Silver/USD 7,500 CartoDB: Silver/USD 7,500 Boundless: Silver/USD 6,750 (early discount) Esri: Silver/USD 6,750 (early discount)

Financial Report

THESE ARE PRELIMINARY NUMBERS

REVENUE

Registration: USD 458,795 Workshops: USD 113,388.49 Sponsorship: USD 98,500

Total: USD 676,549.49

EXPENSES

Marketing: USD 17,700 Administration: USD 63,148 Venue: USD 357,574.10 Meals (included above) Social Event (included above) Misc. See attached report

Total USD 485,446.01

• for a detailed financial report of the 2014 event, please contact Jeff McKenna privately for the spreadsheet.

Suggestions http://wiki.osgeo.org/wiki/FOSS4G_2014_Lessons_Learned (work in progress)

FOSS4G 2013 Conference Report

Conference Name: FOSS4G 2013 Date: September 17-21, 2013 Location: Nottingham, United Kingdom Organizing Committee Contact (including email): Steven Feldman : shfeldman (at) gmail (dot) com

Note: please specify the type of currency you are referring to throughout the document: UK Pounds (£) General Information

Attendance

Number of Attendees at General Sessions:

• Thurs 19th - 799
• Fri 20th - 797
• Sat 21st - 736

Workshops:

• Booked for 8 hrs - 88
• Booked for 16 hrs - 99

Social Events:

• Pre event Ice Breaker on 18th - 163
• Gala Night on 19th - 722
• Closing Party on 21st - 133

Conference Fees for 1 Individual

Conference Pass (full conference 3 days inc social event Early (rates inc UK sales tax at 20% i.e. this is what a delegate paid) = £350 Late (rates inc UK sales tax at 20% i.e. this is what a delegate paid) =£435

Single Day pass = £135/£165

Workshops (choices could be from either day) 8 hours = £60 16 hours = £120

Social Events Ice Breaker = £35 Gala Night (free with full conference pass, chargeable for day delegates £55) Closing Party = £35

Notes ¥ The prices above represent what delegates paid including UK sales tax of 20% we received 83% of these rates ¥ About 60% of delegates took advantage of early bird rates ¥ We offered accommodation in university rooms (£50) or the on site hotel (£140) and about half of the delegates booked through us. ¥ Delegates could book 8 or 16 hours of workshops and then select the sessions they wished to attend across the 2 days ¥ Most delegates booked the full conference package which included the Gala Night

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Ordnance Survey - Diamond - £25,000 plus sales tax UK Met Office - Diamond - £25,000 plus sales tax Google - Gold - £10,000 plus sales tax Sopra - Gold - £10,000 plus sales tax Envitia - Gold - £10,000 plus sales tax Eclipse LocationTech - Gold - £5,000 plus sales tax plus the provision of video recording staff, equipment and service for the whole of the conference

• please attach the public sponsorship document (describing possible levels) See http://2013.foss4g.org/sponsorship-opportunities/sponsorship-packages/index.html

Financial Report

REVENUE

Registration (includes charges for on site accommodation) = £346,015 Workshops (income not separated and included in above but estimated at £15,000) Sponsorship = £138,694 Social Event (included in conference fee, very few bookings by day delegates)

Total = £487,709

EXPENSES

Marketing (Web site, t-shirts, programme book, delegate gifts, signage etc) = £20,102 Administration (travel, insurance registration service, credit card fees, PCO fee at 5% of costs) = £44,914 Venue (includes meals, catering for social events, on site accommodation) = £278,163 Meals (inc in venue above) Social Event (main cost was catering included in venue above) costs of entertainers = £4,785 Misc. (GeoCamp - Marquee) = £26,171 Contingency for late bills received = £3,000

Total = £377,456

Surplus = £107,252

Donations (AGI £7,500, OSGeo UK Chapter £7,500, Others £1,000) = £16,000 Returned to OSGeo Foundation = £91,252 (approx $146,000)

Notes ¥ We did not directly pay to rent the venue or the computer labs for the workshops, the charge was incorporated in the daily delegate fee which included lunches, drinks and the use of the venue. The cost per delegate per day was £57 plus sales tax) ¥ the cost per delegate for the Ice Breaker dinner and drinks was £28 ¥ The cost per delegate for the gala night dinner and drinks was £35

Suggestions

http://wiki.osgeo.org/wiki/FOSS4G_2013_Lessons_Learned Appendix C. FOSS4G 2011 Conference Report

FOSS4G 2011 Conference Report

Date: September 12-16, 2011 Location: Denver, Colorado, USA Organizing Committee Contact (including email): Peter Batty : peter.batty (at) gmail (dot) com

Note: please specify the type of currency you are referring to throughout the document: U.S. Dollars General Information

Attendance

Type Number of Attendees General Sessions 893 Workshops 482 Exhibition Only 10 Social Event 331

Conference Fees for 1 Individual

Early Late Conference Pass 499 649 Workshops 99 149 Exhibits Only Free (Booth Personnel) Free (Booth Personnel) Social Event 99 99

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Sponsor Name Amount/Level ESRI 30000/Platinum Radiant Blue 30000/Platinum Google 15000/Gold OpenGeo 15000/Gold Mapquest 7500/Silver

• please attach the public sponsorship document (describing possible levels)

http://svn.osgeo.org/osgeo/foss4g/2011/documents/FOSS4G2011DenverSponsorship.pdf

Financial Report

ESTIMATES ONLY – FROM MAY 2011, based on 800 attendees

REVENUE Type Amount Registration 311280 Workshops 123360 Exhibits 20000 Sponsorship 100000 Social Event 43560 Other

Total 598200

EXPENSES Type Amount Marketing 11250 Administration 7500 Venue 0 – based on certain occupancy levels and food purchases Meals 157893 – in conf catering, inc. workshop days Social Event 43560 Misc. 342682 Total 562885

Suggestions

http://wiki.osgeo.org/wiki/FOSS4G_2011_Lessons_Learned

FOSSGIS 2011 Conference Report

Conference Name: FOSSGIS 2011 Date: 5. to 7. April 2011 Location: Heidelberg (Germany) Organizing Committee Contact (including email):info (at) fossgis (dot) de FOSSGIS e.V., OpenStreetMap Community and Open Source Geospatial Foundation (OSGeo) in cooperation with the Department for Geoinformatic of the Geographic Institute of the University of Heidelberg

All prices in Euro €

General Information

Attendance

Type Number of Attendees General Sessions > 400 Workshops > 200 Exhibition Only

Social Event 125

• if possible, please attach the full registrant list

Conference Fees for 1 Individual

Early Late Conference Pass

120 Workshops

100 Exhibits Only

Not applied Social Event

45

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Sponsor Name Amount/Level disy silver Omniscale silver geops silver FOSS Academy silver intevation silver GIN e.V. silver

• please attach the public sponsorship document (describing possible levels)

http://www.fossgis.de/konferenz/wiki/2011#Sponsoren_.26_Aussteller http://www.fossgis.de/konferenz/wiki/2011/Sponsoren_und_Aussteller

Financial Report

REVENUE Type Amount Registration 18000 Workshops 24400 Exhibits

Sponsorship 10000 Social Event 5600 Other

Total 56000

EXPENSES Type Amount Marketing 5400 Administration 2000 Venue

Meals 10000 Social Event 5600 Misc. 2500 Total 25500

• please include a more detailed financial report if possible

Suggestions

Use this space for your suggestions for future OSGeo conferences.

FOSS4G 2010 Conference Report

Conference Name: FOSS4G Barcelona Date: September 6-9, 2010 Location: Barcelona Organizing Committee Contact (including email):

Local Organizing Committee Lorenzo Becchi (Chair). Board member of the OSGeo Spanish Chapter lbecchi (at) osgeo.org

Jordi Guimet. Director of the Catalan SDI (IDEC) jordi.guimet (at) icc.cat

Irene Compte. Executive Director, Urbiotica S.L. irene (at) sigte.udg.es

Lluís Vicens. Geographic Information Systems and Remote Sensing Service (SIGTE) of the University of Girona lluis (at) sigte.udg.es

Cárol Puig. Lecture of Geomatics at Universitat Politécnica de Catalunya (UPC) carol.puig (at) upc.edu

Oscar Fonts. Geographic Information Research Group, Universitat Jaume I, Castelló oscar.fonts (at) gmail.com

Note: please specify the type of currency you are referring to throughout the document. EUROS

General Information

Attendance

Type Number of Attendees General Sessions 830 (including invited speakers, one day registrations, students and no shows (43) Workshops 282 Exhibition Only 54 Social Event (Congress dinner) 333

• full registration list is available from Lorenzo Becchi

Conference Fees for 1 Individual

Early Late Conference Pass 360€ 465€ Workshops 175€ 200€ Exhibits Only Free Free Social Event 70€ 70€

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Sponsor Name Amount/Level Prodevelop. Integración de tecnologías 17.391€ / Platinum Autodesk 10.000€ / Gold Instituto Geográfico Nacional (IGN of Spain) 10.000€ / Gold Servicio Regional del Instituto Geográfico Nacional en Catalunya 10.000€ / Gold Google 10.000€ / Gold

• please attach the public sponsorship document (describing possible levels)

http://svn.osgeo.org/osgeo/foss4g/2010/documents/sponsorship-prospectus-09122009.pdf

Financial Report

REVENUE Type Amount Registration 294.028€ Workshops 47.640€ Exhibits 99.399€ Sponsorship Included in Exhibits Social Event 21.000€ Other: Grants 4.800€ Total 458.588€ (credit card expenses deducted)

EXPENSES Type Amount Marketing (decoration, programme, etc) 40.004€ Administration (General Secretariat) 31.048€ Venue ( venue, AV, hostesses) 186.069€ Meals (included in the social program) Social Event (social program: coffee, lunch, dinner) 119.921€ Misc. 49.175€ Total 426.216€

Suggestions

http://wiki.osgeo.org/wiki/FOSS4G_2010_Lessons_Learned

FOSS4G 2009 Conference Report

Conference Name: FOSS4G 2009 Date: 20th – 23rd October 2009 Location: Sydney Convention Centre, Sydney, Australia Organizing Committee Contact (including email): Cameron Shorter (cameron.shorter (at) gmail.com)

Note: please specify the type of currency you are referring to throughout the document: Australian Dollar General Information

Attendance

Type Number of Attendees General Sessions 436 Workshops 189 Exhibition Only   20 (+ 8 complimentary) Social Event 190 (+10 complimentary)

• if possible, please attach the full registrant list

Conference Fees for 1 Individual

Early Standard Onsite Full $725 $935 $1145 Student $460 $620 $780 Day Only $410 $570 $725 Workshop Only $375 $375 N\A Exhibit Only $350 $350 $350 Social Event $150 $150 $150

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Sponsor Name Amount/Level Autodesk $15,000 Ingres $15,000 OpenGeo  $15,000 Australian Bureau of Meteorology $13,670 CSIRO, ESRI Inc, 52North, ERDAS, OpenGeo, latlon, Jacobs University, STFC/UCAR/Unidata, LisaSoft/Arcdec $4,000 

• please attach the public sponsorship document (describing possible levels)

http://2009.foss4g.org/downloads/FOSS4G_Sponsorship_Exhibition_Document.pdf

Financial Report

REVENUE Type Amount Registration  303,765 Workshops  Unknown (Included in Other?) Exhibits  28,490 Sponsorship  83,734 Social Event  Unknown (Included in Other?) Other  123,570 Total  539,559

EXPENSES Type Amount Marketing   Approx 18,000 Administration   Approx 72,000 includes (PCO fees) Venue   Approx 60,770 (Including Code Sprint) Meals   Approx 65, 691 (Including Code Sprint) Social Event  850 (Booking Fee) All costs paid directly by delegates Misc.  Approx 52,000 (Workshops) AV & Internet

Approx 50,326

Total Fixed (267,704) Variable (177,759) Total: 445, 463

• please contact Jeff McKenna to obtain a more detailed financial report of this event

Suggestions

http://wiki.osgeo.org/wiki/FOSS4G_2009_Lessons_Learned

FOSSGIS 2009 Conference Report

Conference Name: FOSSGIS 2009 Date: 17.-19. March 2009 Location: Leibnuz University Hannover Organizing Committee Contact (including email): FOSSGIS-Committee (georg.loesel (at) fossgis.de) http://www.fossgis.de/konferenz/wiki/Organisationsteam_2009

General Information

Attendance

Type Number of Attendees General Sessions ca. 500 Workshops ca. 250 Exhibition Only ca. 500 Social Event ca. 150

Conference Fees for 1 Individual

Early Late Conference Pass Free Free Workshops 100 Euro 100 Euro Exhibits Only Free Free Social Event 30 Euro 30 Euro

Financial Information

Sponsorship

Sponsor Name Amount/Level lat/lon GmbH 500 Euro Delphi IMM 500 Euro in medias res 500 Euro 52° North 500 Euro Andreas Hocevar 500 Euro

Financial Report

REVENUE Type Amount Registration 0.00 € Workshops 25,074.00 € Exhibits 0.00 € Sponsorship 4,000.00 € Social Event 4,350.00 € Other 20.00 € Total 33,444.00 €

EXPENSES Type Amount Marketing 1,666.20 € Administration 1,416.26 € Venue 308.80 € Personnel 1,457.19 € Meals 4,222.73 € Social Event 7,562.10 € Proceedings 2,465.75 € Misc. 869.76 €ł Total 19,968.79 €

FOSS4G 2008 Conference Report

Conference Name: FOSS4G 2008 Date: September 29 – October 4 Location: Cape Town, South Africa Organizing Committee Contact (including email): Gavin Fleming (gavinjfleming (at) gmail.com)

Note: please specify the type of currency you are referring to throughout the document (R = ZAR = South African Rand)

General Information

Attendance

Type Number of Attendees General Sessions 550 Workshops 270 Exhibition Only n/a (271 attended only the conference, no workshops) The exhibition was open to all registrants. Social Event 308

• if possible, please attach the full registrant list

Conference Fees for 1 Individual

Early Late Conference Pass See below

Workshops

Exhibits Only

Social Event n/a R 390.00

Earlybird - conference + workshops 4900.00 (ZAR)

Earlybird - conference only 2900.00 (ZAR)

Conference + workshops 5900.00 (ZAR)

Conference only 3900.00 (ZAR)

Daily registration (1 day) 1200.00 (ZAR)

Daily registration (2 days) 2400.00 (ZAR)

Daily registration (3 days) 3600.00 (ZAR)

Half day (workshops and tech visits only) 650.00 (ZAR)

Full discount (conference only) 0.00 (ZAR)

Half discount (conference only) 1950.00 (ZAR)

Late registration (conference + workshops) 6200.00 (ZAR)

Late registration (conference only) 4100.00 (ZAR)

exhibitor pass (free) 0.00 (ZAR)

exhibitor pass (extra) 1950.00 (ZAR)

paid exhibition stand worker 1000.00 (ZAR)

Financial Information

Sponsorship

Please include your top 5 sponsors and their amount:

Sponsor Name Amount/Level Autodesk R250 000 / Platinum SITA R100 000 / Gold Google R106 000 / Silver US Army Corps of Engineers R55 000 / Silver GIMS R40 000 / Silver

• both Google and US Army amounts were supposed to be R40 000 but converted to the above amounts due to the exchange rate when the payments came through.

• please attach the public sponsorship document (describing possible levels) (full prospectus included)

Financial Report

REVENUE Type Amount Registration R1 868 949 Workshops (R514 750 of the total registration amount) Exhibits R362 900 Sponsorship R643 106 Social Event in/out, no profit Other GISSA provided bridging finance Total R2 874 955

EXPENSES Type Amount Marketing R56 822 Administration R393 124 Venue + meals R2 090 618

Social Event Off budget - in/out Misc. R113 258 Total R2 654 693

• please include a more detailed financial report if possible (full report attached)

Suggestions

Use this space for your suggestions for future OSGeo conferences.

See http://wiki.osgeo.org/wiki/FOSS4G2008_Lessons_Learned

More at:

wiki: http://wiki.osgeo.org/wiki/Category:FOSS4G2008

website: http://foss4g2008.org

FOSSGIS 2008 Conference Report

Conference Name: FOSSGIS 08 Date: 1. bis 3. April 2008 Location: Freiburg (im Breisgau), Germany Organizing Committee Contact: FOSSGIS-Committee (georg.loesel (at) fossgis.de) http://www.fossgis.de/konferenz/wiki/Organisationsteam_2008

General Information

Attendance

Type Number of Attendees General Sessions > 400 Workshops 130 Exhibition Only > 400 Social Event ca. 150

Conference Fees for 1 Individual

Early Late Conference Pass Free Free Workshops 80 Euro 80 Euro Exhibits Only Free Free Social Event 20 Euro 20 Euro

Financial Information

Sponsorship

Top 5 sponsors and their amount:

Sponsor Name Amount/Level Autodesk 2500 Euro lat/lon GmbH 500 Euro regioData 500 Euro IVU Traffic Technologies 500 Euro Lehmanns Buchhandlung 500 Euro

• public sponsorship document available at: http://www.osgeo.org/conference/archives/fossgis

Financial Report

REVENUE Type Amount Registration - Workshops 17,676.15 Euro Exhibits - Sponsorship 7,350.00 Euro Social Event 2,760.00 Euro Other

Total 27,786.15 Euro

EXPENSES Type Amount Marketing -7,390.5 Euro Administration

Venue -4,586.02 Euro Meals -6,945.15 Euro Social Event -4,296.8 Euro Misc. -743.25 Euro Total -23,961.72 Euro

• more detailed financial report available at: http://www.osgeo.org/conference/archives/fossgis

Suggestions

Use this space for your suggestions for future OSGeo conferences.

It would very helpful to have some spreadsheet / database / Software, which helps us with the handling of participants, workshops, billings, reports etc. We actual working with some spreadsheets and a Wiki. A consistent system where we can handle all administrative stuff for the conference would be great. Do you have any suggestions or experience with system X or system Z?

I attached a spreadsheet (available at http://www.osgeo.org/conference/archives/fossgis) which reflects the changes on our bank account, I have not real “report” by click, due to the problem described above. The spreadsheet is meant to raise the transparency of our work rather than to report.

FOSS4G 2007 Conference Report

Conference: FOSS4G 2007 Date: 2007-09-24 to 2007-09-27 Location: Victoria, British Columbia, Canada Contact: Paul Ramsey (pramsey (at) cleverelephant.ca)

General Information

• Conference documents are found at: http://www.osgeo.org/conference/archives/foss4g

Attendance

Type

1. of Attendees
2. Early Bird
3. Regular

Conference 254 116 138 Conference & Workshops 309 264 45 Exhibition Only N/A N/A N/A Social Event 406 N/A N/A

Note: 109 registrations were complimentary (volunteers, committee members, some plenary speakers).

Conference Fees for 1 Individual

Early Late Conference 395 CAD 565 CAD Conference & Workshops 575 CAD 820 CAD Exhibits Only N/A N/A Conference One Day 185 CAD 265 CAD Workshops Only 200 CAD 300 CAD Student Conference 225 CAD 325 CAD Student Conference & Workshops 365 CAD 485 CAD Social Event 50 CAD 50 CAD

Financial Information

Sponsorship

Sponsor Name Amount/Level Autodesk 25,000 USD GeoConnections Canada 15,000 USD Google 10,000 USD DM Solutions Group 10,000 USD Refractions Research 10,000 USD Safe Software 10,000 USD Leica Geosystems 10,000 USD Integrated Land Management Bureau 10,000 USD ESRI 5,000 USD Orkney 5,000 USD Sierra Systems 5,000 USD

Financial Report

REVENUE Type Amount Conference Registration 140,000 CAD Conference & Workshops Registration 170,000 CAD Exhibitors 8,000 USD Sponsors 115,000 USD Social Event 20,000 CAD Other N/A Total ~450,000 CAD

EXPENSES Type Amount Marketing 30,000 CAD Administration 8,000 CAD Venue 120,000 CAD Meals 108,000 CAD Management 50,000 CAD VAT 17,000 CAD Total ~330,000 CAD

• detailed report compiled by the conference management company can be found at: http://www.osgeo.org/sites/osgeo.org/files/webfiles/conference/archives/foss4g/2007/foss4g2007_Final_Report_public.pdf

Suggestions

http://wiki.osgeo.org/index.php/FOSS4G2007_Lessons_Learned

FOSSGIS 2007 Conference Report

Conference Name: FOSSGIS 2007 (Freie und Open Source Software für Geoinformationssysteme) Date: 2007-03-13 to 2007-03-15 Location: Germany, Berlin, Humboldt-University, Erwin-Schrödinger Zentrum Organizing Committee Contact: FOSSGIS-Committee (georg.loesel (at) fossgis.de) http://www.fossgis.de/konferenz/wiki/Organisationsteam_2007

Note: the following financial numbers are in Euros

General Information

• Conference documents are found at: http://www.osgeo.org/conference/archives/fossgis

Attendance

Type Number of Attendees General Sessions ~250 Workshops ~100 Exhibition Only

Social Event ~80

Conference Fees for 1 Individual (Currency €, Euro)

Early Late Conference Pass free free Workshops 80 Euro 80 Euro Exhibits Only

Social Event 20 Euro 20 Euro

Financial Information

Sponsorship Sponsor Name Amount/Level Autodesk 2500,00 Euro latlon (Bonn) 500,00 Euro Nolte 500,00 Euro GDF Hannover 250,00 Euro GIN e.V. 250,00 Euro Delphi IMM 250,00 Euro Huethig 250,00 Euro R3 GIS 250,00 Euro GDV 250,00 Euro Kreis Recklinghausen 250,00 Euro

Financial Report

REVENUE Type Amount Registration - Workshops 12.860,00 Euro Exhibits - Sponsorship 5.690,00 Euro Social Event 1.600,00 Euro Other

Total 20.150,00 Euro

EXPENSES Type Amount Marketing 1796,98 Euro Administration

Venue 874,65 Euro Meals (Including Social Event) 6499,98 Euro Social Event

Misc.

Total 0

Lot of work, mainly administration, was handled by members of different companies (MapMedia, Delphi IMM, terrestris, WhereGroup, Intevation) and organisations (GRASS-Anwender-Vereinigung GAV). This work had been substituted through naming on the sponsorship page.

FOSS4G 2006 Conference Report

Conference Name: FOSS4G 2006 Date: from 2006-09-12 to 2006-09-15 Location: Lausanne, Switzerland Organizing Committee Contact: Claude Philipona (claude.philipona (at) camptocamp.com)

Note: the following financial numbers are in CHF (Swiss Francs)

General Information

Attendance

Type Number of Attendees Early Number of Attendees Late General Sessions 284 245 Workshops 241 148 Exhibition Only N/A N/A Social Event 240 107

• registrant list, sponsorship documents and others can be found at: http://www.osgeo.org/conference/archives/foss4g

Conference Fees for 1 Individual

Early Late Conference + Workshops CHF 300 CHF 350 Conference only CHF 250 CHF 300 Workshops only CHF 100 CHF 150 Exhibits Only free free Social Event CHF 40 CHF 100

Financial Information

Sponsorship

Sponsor Name Amount/Level Autodesk CHF 30,000 Camptocamp CHF 10,000 Tydac CHF 10,000 ERDC CHF 7,000 DM Solutions CHF 7,000

Financial Report

REVENUE Type Amount Registration CHF 95,318 Workshops CHF 34,002 Exhibits N/A included with sponsorship Sponsorship CHF 102,162 Social Event CHF 17,681 Other -- Total CHF 249,162

EXPENSES Type Amount Marketing (website, flyers, posters) CHF 16,019 Administration (student helper staff salary, credit card fees, bank fees) CHF 38,150 Venue (banners, conf. Book , badge, t-shirts, conf bag, misc. logistic) CHF 30,717 Meals (coffee break, lunch, drinks) CHF 67,707 Social Event CHF 65,832 Misc. (OSGeo Board meeting, pre-conference staff lunch, Sol Katz award, gifts, video tapes, animation, ...). CHF 18,734 Total CHF 237,159

Suggestions

• OSGeo Board meeting should be included into the RFP of the local committee. • Demo Fest not parallel to other event (conference or workshops). • Workshop price should be higher to offer better services and to give small compensation (free passes, gifts, money) to the workshop leaders. • 2 categories for sponsorship was a good idea and was well understood by the companies. • Early Social Event fees were too low. CHF 100 seems to be a good price for a social event as we offered, of course it depends on the type of social event that is organized. • Local committee should pay an organization fee to the OSGeo Foundation.

OSG 2005 Conference Report

Conference Name: OSG '05 Date: 2005-06-16 to 2005-06-18 Location: Minneapolis, MN USA Organizing Committee Contact: Steve Lime (steve.lime (at) state.mn.us)

Note: the following financial numbers are in US $

General Information

Attendance

Type Number of Attendees General Sessions 310 Workshops 150-200 Exhibition Only N/A Social Event 125

Conference Fees for 1 Individual

Early Late Conference Pass 175 USD 225 USD Workshops 25 USD each (inc. EOGEO) N/A Exhibits Only N/A N/A Social Event 25 USD N/A

Financial Information

Sponsorship

Sponsor Name Amount/Level Camptocamp Platinum DM Solutions Group Platinum ER Mapper Platinum Geo-Consortium Platinum US Army Corps of Engineers Unadvertised (2,500 USD I believe)

• sponsorship document and others are available at: http://www.osgeo.org/conference/archives/osg05

Financial Report

REVENUE Type Amount Registration 57,000 USD including workshops Workshops

Exhibits

Sponsorship 23,000 USD Social Event

Other

Total 80,000 USD with some debt still outstanding

EXPENSES Type Amount Marketing 9,000 USD meeting materials for participants 1,500 USD keynote expenses 2,000 USD speaker gifts and door prizes Administration 3,000 USD registration costs 11,000 USD University overhead 9,000 USD staffing before and during Venue 2,500 USD Meals 38,000 USD Social Event

Misc. 1,500 USD Total 77,500 USD

FOSS/GRASS 2004 Conference Report

• Conference Name: FREE AND OPEN SOURCE SOFTWARE FOR GEOINFORMATICS/ GIS - GRASS USERS CONFERENCE 2004 (FOSS/GRASS 2004)
• Date: 2004-09-12 to 2004-09-14
• Location: Chulalongkorn University, Bankok Thailand
• Organizing Committee Contact: grass_uc (at) gisws.media.osaka-cu.ac.jp

Note: the following financial numbers are in US $

General Information

Attendance

• General Sessions: 150
• Workshops: 150
• Exhibition Only(Poster): 150
• Social Event(Welcome and farewell party): 100

Conference Fees for 1 Individual

• Early: 60 USD (International)
• Late: 180 USD
• Workshops: Included in registration fee

Sponsorship

• Osaka City University: 2,000 USD
• Japan-Vietnam Geoinformatics Consortium: 2,000 USD
• Chulalongkorn university: 1,500 USD
• Orkney Inc.: 1,000 USD

Financial Information

• financial report is found at: https://svn.osgeo.org/osgeo/foss4g/2004/foss4g-grass/grass04-bangkok-financial-report.pdf

REVENUE

• Registration: 7,000 USD (Discount for host country participants and waiver for some participants)
• Sponsorship: 6,500 USD
• Total: 13,500 USD

EXPENSES

• Marketing (Poster, brochure, CD etc): 3,000 USD
• Administration: 3,000 USD
• Venue: 1,500 USD +In-kind support from Chulalongkron University
• Meals: 2,000 USD
• Social Event: Nil
• Misc. (Conference kit, partial support for some participants): 4,000 USD
• Total: 13,500 USD

Suggestions

• Travel support for some participants must be considered
• Reduced registration fee for students and some participants
• Best Paper Award, Best Poster Award
• Best Student paper, Best Student Poster Award
• Attendees must be requested to fill in OSGeo membership forms and automatically become members of OSGeo

OSGIS 2004 Conference Report

• Conference Name: OSGIS – Open Source GIS Conference and MapServer User Meeting
• Date: 2004-06-09 to 2004-06-11
• Location: Ottawa, Canada
• Organizing Committee Contact: Jeff McKenna: jmckenna (at) gatewaygeomatics (dot) com

Note: the following financial numbers are in CAN $

General Information

Attendance

• General Sessions: 210
• Workshops: 130
• Exhibition Only: 3
• Social Event: 152

Conference Fees for 1 Individual

• Conference Pass: (early) 315 CAD (late) 360 CAD
• MapServer User Meeting only: (early) 180 CAD (late) 220 CAD
• Workshops: (early) Included (late) Included
• Student Pass: 90 CAD (reduced access) or 180 CAD
• Exhibits Only: 20 CAD
• Social Event: 1 pass included, 30 CAD extra passes

Financial Information

Sponsorship

• DM Solutions Group: 15,000 CAD (platinum)
• Tydac.ch: 5,000 CAD (silver)
• CamptoCamp: 3,000 CAD (bronze)
• GeoConnections: 3,000 CAD (bronze)

• sponsorship documents and others are available at: https://svn.osgeo.org/osgeo/foss4g/2004/osgis-mum2/

Financial Report

REVENUE

• Registration: 67,710 CAD
• Workshops:
• Exhibits: 2,500 CAD
• Sponsorship: 26,000 CAD
• Social Event:
• Less discounts: 15,779 CAD
• Total: 80,431 CAD

EXPENSES

• Marketing: 15,849 CAD
• Administration: 1,523 CAD
• Venue: 10,510 CAD
• Meals: 16,074 CAD
• Social Event: 9,508 CAD
• Transportation: 1,795 CAD
• Event Planner: 15,000 CAD
• Total: 70,259 CAD

Suggestions

• we provided transportation from hotel to conference, and this is a requirement for future conferences
• we gave registrants the ability to choose their top 4 workshops to attend
• we made sure each night had a social event, even if it was just an arranged place to meet at after hours, and this made the conference a success (in terms of feedback)
• we used a LIVECD for the Linux workshops
• our downfall financially is that we started looking for sponsors too late
• we had a special student registration price, and this was very popular
• our venue costs were very high because we had to rent the space from the university