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. 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 5 days. Last year's event included a weekend to support participants who need to join outside of their work.

Venue

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

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

Item Description	Contributors
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. Loss or failure to acquire the anticipated in-kind contributions will result in a significantly smaller event unless a sponsor steps in.