Difference between revisions of "GRASS GIS Community Meeting 2024: Budget"

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(add links to group and individual reports - Results from GRASS Community Meeting 2024)
 
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=== Basic Information ===
 
=== Basic Information ===
  
−
(to be updated)
+
The GRASS GIS community meeting will take place in [https://grasswiki.osgeo.org/wiki/GRASS_Community_Meeting_Prague_2024 June, 2024 in Prague]. The event is organized by a group formed by GRASS GIS PSC. Contact person for budget questions is Vaclav Petras.
−
 
 
−
The GRASS GIS 40th birthday community meeting will take place from June 2 to 6, 2023 in Prague. Further details can be found at [https://grasswiki.osgeo.org/wiki/GRASS_Community_Meeting_Prague_2023 GRASS GIS Community Meeting 2023].
 
  
 
==== Audience ====
 
==== Audience ====
  
−
Based on previous events, we expect between 10 and 20 people for this meeting. The meeting is open to all users, supporters, contributors, power users and developers who want to make a meaningful contribution to the project. To maximize participation, we are raising money for travel and other expenses. So far, 14 people from four continents expressed interest to participate in-person.
+
Based on previous events, we expect between 10 and 20 people for this meeting. The meeting is open to all users, supporters, contributors, power users and developers who want to make a meaningful contribution to the project. To maximize participation, we are raising money for travel and other expenses. Last year, a total of 17 people participated in the event in-person, additional 4 people participated remotely, and 2 leaders from other projects connected remotely as well.
  
 
==== Region ====
 
==== Region ====
  
−
The event is global. The in-person meeting will take place in Prague, Czechia. The planning team is currently considering what remote participation options would best serve online participants.
+
The event is global. The in-person meeting will take place in Prague, Czechia.
  
 
==== Project and Focus ====
 
==== Project and Focus ====
  
−
(to be updated)
+
Building on momentum from the 40th birthday meeting, we will continue the revisions of the maintenance processes and infrastructure - a process which highly benefits from the current maintainers being in one place (and time zone). Other topics which require highly synchronous collaboration will be included such as Markdown documentation and CMake build transitions. Other contributors are expected to enhance the collection of processing tools and their documentation. A [https://grass.osgeo.org/news/2023_08_13_grass_community_meeting_prague_june_2023_report/ press release] gives an overview of last year's event.
−
 
 
−
We will work on GRASS GIS and integrations with related OSGeo projects. We will revise connection to QGIS to make it easier to maintain, and we will migrate the build to CMake to improve Windows builds including PDAL support. Furthermore, we will move documentation to Markdown to make it easier to contribute to and we will add images and examples for tools and workflows which still miss them. Finally, we will automate and document maintenance processes to reduce the burden on maintainers and thus improve the project sustainability.
 
  
 
==== Length ====
 
==== Length ====
  
−
The meeting will last 5 days which include a weekend to support participants who need to join outside of their work (determined by the planning team).
+
The meeting will last 6 days and includes a weekend to support participants who need to join outside of their work.
  
 
==== Venue ====
 
==== Venue ====
  
−
(to be updated)
+
Meeting will be hosted by [https://prague.ncsu.edu/about/ NC State European Center in Prague] and funded by U.S. National Science Foundation, award 2303651.
−
 
 
−
The space for the meeting will be provided by the Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU).
 
  
 
=== Expected Budget ===
 
=== Expected Budget ===
−
 
−
(to be updated)
 
  
 
==== Costs ====
 
==== Costs ====
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|-
 
|-
 
| Food, drink, snacks
 
| Food, drink, snacks
−
| 3,000.00
+
| 3,600.00
−
| 3,300.00
+
| 3,960.00
−
| 15 participants, 5 days, 40 EUR per day and person (estimated from 2023 rate)
+
| 15 participants, 6 days, 40 EUR per day and person (estimated from 2023 rate)
−
|-
 
−
| Venue small expenses
 
−
| 100.00
 
−
| 110.00
 
−
| 40 EUR Wifi fee, office supplies (estimated from 2023)
 
 
|-
 
|-
 
| '''Total'''
 
| '''Total'''
−
| '''16,100.00'''
+
| '''16,600.00'''
−
| '''17,710.00'''
+
| '''18,260.00'''
 
|
 
|
 
|}
 
|}
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| 5,000.00
 
| 5,000.00
 
| 5,500.00
 
| 5,500.00
−
| OSGeo budget for sprints  
+
| OSGeo budget for sprints (requested)
 +
|-
 +
| FOSSGIS
 +
| 3,500.00
 +
| 3,850.00
 +
| requested for food, travel within Europe, lodging
 
|-
 
|-
 
| In-kind contributions
 
| In-kind contributions
 
| 7,000.00
 
| 7,000.00
 
| 7,700.00
 
| 7,700.00
−
| Estimated payments covered by other organizations (travel, lodging)
+
| Estimated payments covered by other organizations (travel, lodging, venue)
 
|-
 
|-
 
| Community contributions
 
| Community contributions
−
| 4,100.00
+
| 1,100.00
−
| 4,510.00
+
| 1,210.00
−
| Newly or previously collected donations
+
| Newly or previously collected donations to GRASS GIS
 
|-
 
|-
 
| '''Total'''
 
| '''Total'''
−
| '''16,100.00'''
+
| '''16,600.00'''
−
| '''17,710.00'''
+
| '''18,260.00'''
 
|
 
|
 
|}
 
|}
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==== Non-monetary In-kind Contributions ====
 
==== Non-monetary In-kind Contributions ====
  
−
{|
+
{| class="wikitable"
−
|width="22%"| Space
+
! style="font-weight: bold;" | Item Description
−
|width="77%"| To be negotiated
+
! Contributors
 
|-
 
|-
 
| Time for planning
 
| Time for planning
−
| North Carolina State University, CONICET, Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis
+
| North Carolina State University, Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis
 +
|-
 +
| Time for participation
 +
| North Carolina State University, Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis
 
|}
 
|}
  
 
==== Profit, Loss and Risk ====
 
==== Profit, Loss and Risk ====
  
−
There is no fee for participation and no profit is expected. Surplus money will go to the general GRASS budget, that is esp. the [https://grasswiki.osgeo.org/wiki/Student_Grants <u>student mini grant program</u>]. Assuming the travel will be reimbursed to participants, the risk of canceled and not taken flights is taken by the potential participants. No or insufficient funding will lead to lower participation as several potential participants expressed a high interest in travel support.
+
There is no fee for participation and no profit is expected. Surplus money will go to the general GRASS budget, that is esp. the [https://grasswiki.osgeo.org/wiki/Student_Grants <u>student mini grant program</u>]. Assuming the travel will be reimbursed to participants, the risk of canceled and not taken flights is taken by the potential participants. No or insufficient funding will lead to lower participation. Last year, most participants asked for and received travel support. Loss or failure to acquire the anticipated in-kind contributions will result in a significantly smaller event unless a sponsor steps in.
 +
 
 +
==== Final reports ====
 +
 
 +
* [https://grass.osgeo.org/news/2024_08_02_report_community_meeting_prague_2024/ Community meeting report]
 +
* [https://grasswiki.osgeo.org/wiki/Talk:GRASS_Community_Meeting_Prague_2024 Individual contributions] during GRASS Community Meeting.
  
 
[[Category:Code Sprints]]
 
[[Category:Code Sprints]]
 
[[Category:C Tribe Code Sprint]]
 
[[Category:C Tribe Code Sprint]]
 
[[Category:Budget]]
 
[[Category:Budget]]

Latest revision as of 12:13, 9 August 2024

The following information is requested as part of OSGeo Code Sprint Guidelines.

Request for support of the GRASS GIS Community Meeting 2024

Basic Information

The GRASS GIS community meeting will take place in June, 2024 in Prague. The event is organized by a group formed by GRASS GIS PSC. Contact person for budget questions is Vaclav Petras.

Audience

Based on previous events, we expect between 10 and 20 people for this meeting. The meeting is open to all users, supporters, contributors, power users and developers who want to make a meaningful contribution to the project. To maximize participation, we are raising money for travel and other expenses. Last year, a total of 17 people participated in the event in-person, additional 4 people participated remotely, and 2 leaders from other projects connected remotely as well.

Region

The event is global. The in-person meeting will take place in Prague, Czechia.

Project and Focus

Building on momentum from the 40th birthday meeting, we will continue the revisions of the maintenance processes and infrastructure - a process which highly benefits from the current maintainers being in one place (and time zone). Other topics which require highly synchronous collaboration will be included such as Markdown documentation and CMake build transitions. Other contributors are expected to enhance the collection of processing tools and their documentation. A press release gives an overview of last year's event.

Length

The meeting will last 6 days and includes a weekend to support participants who need to join outside of their work.

Venue

Meeting will be hosted by NC State European Center in Prague and funded by U.S. National Science Foundation, award 2303651.

Expected Budget

Costs

Item Description EUR USD Explanation
Participant travel and lodging 13,000.00 14,300.00 Average 867 EUR per person estimated from 2023 expenses (15 participants)
Food, drink, snacks 3,600.00 3,960.00 15 participants, 6 days, 40 EUR per day and person (estimated from 2023 rate)
Total 16,600.00 18,260.00

Sponsorship

Item Description EUR USD Explanation
OSGeo 5,000.00 5,500.00 OSGeo budget for sprints (requested)
FOSSGIS 3,500.00 3,850.00 requested for food, travel within Europe, lodging
In-kind contributions 7,000.00 7,700.00 Estimated payments covered by other organizations (travel, lodging, venue)
Community contributions 1,100.00 1,210.00 Newly or previously collected donations to GRASS GIS
Total 16,600.00 18,260.00

Non-monetary In-kind Contributions

Item Description Contributors
Time for planning North Carolina State University, Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis
Time for participation North Carolina State University, Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis

Profit, Loss and Risk

There is no fee for participation and no profit is expected. Surplus money will go to the general GRASS budget, that is esp. the student mini grant program. Assuming the travel will be reimbursed to participants, the risk of canceled and not taken flights is taken by the potential participants. No or insufficient funding will lead to lower participation. Last year, most participants asked for and received travel support. Loss or failure to acquire the anticipated in-kind contributions will result in a significantly smaller event unless a sponsor steps in.

Final reports

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