FOSS4G 2025 Bid Process

Basics

• FOSS4G 2023 bid is open for all the countries in the world.
  • FOSS4G 2019 was in Bucharest, Romania
  • FOSS4G 2020 was planed for Calgary, Canada (canceled due to COVID-19)
  • FOSS4G 2021 was in Buenos Aires, Argentina
  • FOSS4G 2022 was in Florence, Italy
  • FOSS4G 2023 was in Prizren, Kosovo
  • 2024 FOSS4G will be in Belém, Brazil
  • 2025 FOSS4G will be Worldwide

• "Letters of Intent" will be accepted from potential Local Organizing Committees (LOC) from all of the world.
• Regardless whether one or more letter(s) of intent are received, the Conference Committee members will vote. The vote procedure for 2024 is as follows: Every member of CC votes on every LoI. LoI's that receive more than 50% of "thumbs up"-votes will pass stage 1.
• Selected letters will be invited to prepare a full bid based on the usual RFP process.
• A proposal outlining budget, potential sponsors, LOC members, and venue costs will be required, even if only one letter is received.
• Based on experiences from the past years, we would like to stress the following tasks:
  • OSGeo anticipates a Travel Grant program. There is a budget from OSGeo, but we expect the bidder to further collect money for TGP and to offer free or at least reduced passes for grantees.
  • The bid should stress the alignment with OSGeo values as given in OSGeo's CoC and contain hints on a conference CoC

Voters on RfP 2025

# Maria Brovelli
# David Bitner
# David Fawcett
# Paul Ramsey
# Vasile Crăciunescu
# Michael Terner
# Peter Batty
# Sanghee Shin
# Mark Iliffe
# Darrell Fuhriman
# Gavin Fleming
# Claude Philipona
# Venkatesh Raghavan
# Msilikale Msilanga
# Guido Stein
# María Arias de Reyna
# Luca Delucchi
# Besfort Guri

CRO's on RfP 2025

CRO's will receive the votes for both stages and send the final results (but no counts!) to the chair of the committee. This year we are happy to have Till Adams and Codrina on board.

• Till Adams
• Codrina Maria Ilie

Summary of Important Dates (AoE)

Release RFP:	2024 January 17.
Letters of Intent (Stage 1) due:	2024 February 15.
Stage 1 question period:	2024 February 16. to 2024 February 29.
Stage 1 polling Period:	2024 March 04. to 2024 March 10.
Stage 1 decision announcement:	2024 March 11.
Proposals (Stage 2) due:	2024 May 13.
Stage 2 question period:	2024 May 14 to 2024 May 20.
Voting Period:	2024 May 21 to 2023 May 28.
Selection of host city announced	2024 May 31.

Letters of Intent

• Accepted until February 15, 2024
• Limited to three pages
• Read the RFP document (below) and answer the following questions:

1. Who is your conference chair?

2. Who is on your local organizing committee (LOC)?

3. What is the experience of your committee members with similar events?

4. What is your proposed venue? (include access to Internet, room sizes, maximum attendees)

5. What are your provisional dates for the conference?

6. Early thoughts on prices of conference attendance? (indicative estimates)

7. What is the price range and general location of your proposed accommodations? (hotels)

8. Are you partnering with other organizations? (e.g. local entities or other events like HOT OSM Summit)

9. What makes FOSS4G in your proposed location and with your team compelling?

10. What are your COVID-19 safety plans? What will you do if travel is significantly restricted in 2023? What is your financial strategy to make the event sustainable in this complex situation?

RFP Documents

• RFP containing updated process (RFP)
• Budget template (file)

Letter of Intent Review

• Letters of Intent were received from the following local committees:
  • FOSS4G 2025 Letter of Intent for Auckland Q&A Stage 1 Auckland
  • FOSS4G 2025 Letter of Intent for Hiroshima Q&A Stage 1 Hiroshima
  • FOSS4G 2025 Letter of Intent for Riyadh Q&A Stage 1 Riyadh

• Questions will be asked of LOCs on conference_dev 2024 February 16 to 2024 February 29 - be prepared to answer the questions ASAP!
• Conference committee will vote and results announced on 2024 March 04.
  • Letters with more than 50% thumbs up will be passed on to the proposal stage.

Results Stage One

Auckland and Hiroshima were selected to move to stage two. Email list announcement.

Bid Process Stage Two

Proposals were received from the following local committees:

• FOSS4G 2025 Proposal for Auckland FOSS4G2024_Q&A_2_Halifax
• FOSS4G 2025 Proposal | Annex 1 | Annex2 for Hiroshima FOSS4G2024_Q&A_2_Hiroshima