GRASS GIS Community Meeting 2024: Budget

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 or July, 2024 in Prague.

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, 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

(to be updated)

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.

A press release gives an overview of the last year's event.

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).

Venue

The space for the event is being negotiated. We are working towards an in-kind contribution of the space.

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	3,000.00	3,300.00	15 participants, 5 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	16,100.00	17,710.00

Sponsorship

Item Description	EUR	USD	Explanation
OSGeo	5,000.00	5,500.00	OSGeo budget for sprints
In-kind contributions	7,000.00	7,700.00	Estimated payments covered by other organizations (travel, lodging)
Community contributions	4,100.00	4,510.00	Newly or previously collected donations to GRASS GIS
Total	16,100.00	17,710.00

Non-monetary In-kind Contributions

Space	To be negotiated
Time for planning	North Carolina State University, CONICET, 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.