Conference Committee 2010 Bid Questions

The OSGeo Conference Committee would like the following information from the proposed 2010 local committees by the next IRC meeting. A representative from each of the proposed committees should be in attendance for the meeting. Responses can also be sent to the conference_dev mailing list.

Barcelona, Spain

1. Local capabilities
   • Propose more local committee members in order to improve representation
   • Specify which local committee members exist on site (in Barcelona)
2. Budget
   • re: Publication and Web: Would you be prepared to use the existing OCS package to manage the website and conference files?
   • How are you going to achieve your proposed sponsorship number?
     • List the organizations that will help achieve that number
   • Verify that the proposed cost for Wireless Internet is correct? (it appears to be very low for that number of attendees)
   • Does your existing AudioVisual budget account for extra demands of a plenary session? (such as stage setup, big screens, large projections, back draping etc.) If not please specify.
3. Venue
   • Describe workshop venue and computer facilities
   • Describe Internet connection plan for workshop and conference attendees
4. Program
   • Describe your program structure (such as plenary structure, how many presentations do you expect to put on, how many workshops do you expect to put on)
5. Selected Date
   • Provide some analysis of conflicting conferences on the global calendar and why yours are viable dates
6. Marketing
   • Describe how are you going to maximize visibility of the conference (marketing plan)
   • Provide a breakdown of expected local, regional and international attendance, how this will affect the budget, and how you are going to approach this aspect of marketing.
7. Accommodation
   • Provide sample pricing. What are the prices in EUR of hotels near the venue, that you will be recommending to attendees?

Response

1. Addendum

Beijing, China

1. Local capabilities
   • Provide more background on all committee members
2. Budget
   • Can we assume that all of the numbers in the submitted budget are accurate for the China market?
   • How are you going to achieve your proposed sponsorship number?
     • List the organizations that will help achieve that number
3. Venue
   • Describe workshop venue and computer facilities
   • Describe Internet connection plan for workshop and conference attendees
   • Provide room details (what does the venue offer for rooms?)
4. Program
   • Describe your program structure (such as plenary structure, how many presentations do you expect to put on, how many workshops do you expect to put on)
5. Selected Date
   • The 'presentation blueprint' table lists the conference date as 21-Sept to 26-Sept, is this the date that you have selected?
     • Give reasoning for selecting weekend dates (on a Saturday and Sunday)
   • Provide some analysis of conflicting conferences on the global calendar and why yours are viable dates
6. Marketing
   • Describe how are you going to maximize visibility of the conference (marketing plan)
   • Provide a breakdown of expected local, regional and international attendance, how this will affect the budget, and how you are going to approach this aspect of marketing.
   • Would you be prepared to use the existing OCS package to manage the website and conference files?
7. Transportation
   • Include details on transportation (such as getting to Olympic City, airport, and main city)

Response

1. Addendum

Denver, United States

1. Budget
   • Provide budget estimates for an attendance of 600 (or describe how you would scale your estimates down for a lower attendance)
   • Explain the reasoning for a low workshop cost
2. Venue
   • Describe Internet connection plan for workshop and conference attendees
   • Describe workshop venue and computer facilities
3. Marketing
   • Describe how are you going to maximize visibility of the conference (marketing plan)
   • Provide a breakdown of expected local, regional and international attendance, how this will affect the budget, and how you are going to approach this aspect of marketing.
   • Would you be prepared to use the existing OCS package to manage the website and conference files?

Utrecht, Netherlands

1. Budget
   • Explain difference between 'introductory' vs 'technical' workshops and why they are priced differently
   • Provide a more detailed budget
2. Venue
   • Is TU Delft a venue location?
   • Explain the Internet connection plan for workshops
   • Explain the plan for workshop PCs
3. Program
   • Describe your program structure (such as plenary structure, how many presentations do you expect to put on, how many workshops do you expect to put on)
4. Selected Date
   • Provide some analysis of conflicting conferences on the global calendar and why yours are viable dates
5. Marketing
   • Would you be prepared to use the existing OCS package to manage the website and conference files?
6. Accommodations
   • Provide examples and pricing
7. Transportation
   • Explain transportation plans from different venues (e.g. main venue to code sprint location)