FOSS4G2019 Q&A Full Proposal Bucharest

Questions Paul Ramsey

Q1.1: Your venue + AV quote is EUR66745. You use a number of different venues, have you validated that quote or is it a guesstimate? Similarly, since A/V (traditionally a significant expense) is wrapped in, is that locked down with a quote?

A1.1: Event room prices are not estimates, but specific offers for our event. These were negotiated with each location (all 4 large suppliers) for the 20-21-22-23 August or 27-28-29-30 August 2019 conference venues, (plenary, conferences) and the spaces for social events (Ice Breaker and Gala Dinner).The conference rooms are all suited with audio-video equipment (sound, suitable projection screens). The costs are included in the prices presented. Also, all offers are valid until the end of December 2017, guaranteeing their availability. On request we can provide proofs for all the offers.

Q1.2: Does the AV quote include recording? If not, what are your plans for session recording?

A1.2: Conference room equipment does not include recording facilities. In order to be able to record, we discussed and considered the support of the Boston team. They own the equipment/gear, and expressed openness to make it available for other OSGeo events, during Boston conference. As a backup, we are considering using the recording equipments already available at our institutional partners (especially the Romanian Space Agency, the Romanian National Meteorological Administration and the Faculty of Geography - University of Bucharest). Their potential assistance in this matter is confirmed.

Q1.3: You are recording exhibition revenue but don't have a budget line for variable exhibition expenses (booth, table, power, network).

A1.3: Regarding the costs of the venues/ares that will host the sponsors, there are two aspects: (1) logistics - it was taken into account and it represents a part of the price of the event rooms (power, tables, chairs), and (2) exhibition costs - layout between sponsor spaces (booths) and any equipment they will need. First cost is included in the venue price. The second one was subtracted from the initial sponsorship estimation. The 50 000 Euro amount you see in our financial sheet is the net revenue, after subtracting the costs related to the booths.

QA1.4: Your venue description does not mention the exhibition area? How does that relate to the track rooms and meal rooms? Is the exhibition central, integrated with meal times, etc?

A1.4: During the event, the sponsors will have awesome visibility at each of the 4 event venues, all of which have generous lobbies and foyers. So, in the plenary and conferences (National Theater and Intercontinental Hotel) as well as in the social events venues (Parliament Palace, Bragadiru Palace), we have spaces dedicated to sponsors depending on their specific categories, as it follows:

• National Theater: The Largest Space for Sponsors (exhibition area) - all sponsors will be deployed throughout the Foyer on the 1st floor at the entrance to the plenary hall (25- 30 stands). Lunch will take place on the ground floor at the entrance of the building. Images below reveal the participants' route that benefits sponsors.

• Hotel InterContinental: The conferences will take place on 3 different floors, each floor having a proper lobby for the sponsorship area. Here the sponsors from the first categories will be present. Intercontinental Hotel will also have 2 meeting areas for discussions with/between sponsors and participants.

• Palace of Parliament: The foyer of the Reception Salon is generous, perfectly suited for visibility of HoReCa category sponsors that will be associated with the event.

• Bragadiru Palace: It has a generous foyer (on the ground floor, at the entrance to the building) and an upstairs lobby at the entrance of the hall. The lobby also makes the transition between the event hall and the terrace, which will be designed and designated as a smoking space. Both can be used successfully in sponsors' visibility and emphasis.

For the venue layout/pictures, please take a look of the images below and the details on Response Annexes 1-3 for more details.

If needed, larger spaces for the sponsors can be arranged at the venue.

QA1.5: You have polled prior sponsors, which is well and good, but usually local non-repeating sponsors form a core part of the sponsorship budget. Do you have target local sponsors, corporate and government?

A1.5: Yes, we actually did engage with the local potential sponsors. In the privately provided table, 7 of those companies are Romanian. We also have the support of various Romanian governmental agencies (see the letter of support + our National Mapping Agency). Those agencies were unable to commit as sponsors because the budget for 2019 is approved in late 2018. However, we do have a positive feedback and they will contribute, at least “in kind” (computers, recording devices, printers, spaces, cars, etc) if not directly with money. Also, from FOSS4G-CEE we do have experience to access resources from our national research and development frameworks. As we successfully did in 2013, we are confident that a grant, ranging 1000 - 5000 Euro, can be secured from these sources for our academic track.

QA1.6: Can you speak to the logistics of the plenaries being in a theatre and the multi-track conference at the InterContinental?

A1.6: The Great Hall of the Bucharest National Theatre, where the plenary will take place is just one minute away from the Intercontinental Hotel where the conferences will take place in 9 parallel rooms (see the map below). Both, the Theatre and the Hotel, are located in the University Square, in a pedestrian area. Also, the 3 floors of the Intercontinental Hotel, where the conferences will take place have easy access: one of the floors can easily be reached by stairs, and for the other two floors there are high capacity elevators.

QA1.7: Similarly with the workshops at their own venue, how does it relate to the main conference sites?

A1.7: The university is located just across the conferences venues (3-4 minutes of walking, see the map below).

Questions Steven Feldman

• You say "the continuation of the Travel Grant Program for students” - do you intend to restrict TGP to students? In 2017 we focussed on people from lower income economies
• It appears that your maximum attendance is 1000 delegates? In 2016 we had 950 approx and in 2017 we had 1150 approx, how would you manage if there was demand for more than 1000?
• Please clarify your plans to record sessions (all or some?)
• Will you be streaming any sessions live? If so, just keynotes or all sessions?
• Your sponsorship target is very low compared to recent FOSS4Gs, do you foresee a problem in attracting sponsors? Perhaps you might consider lower rates or some early booker incentives?
• How low would your attendance have to be to require the OSGeo guarantee that you have requested (assume you have correctly estimated costs)
• You plan for 208 presentations sessions, this seems low can you explain? Is there capacity to increase?
• Do the academic track presentations eat into the 208 general presentations or are they additional?
• Is there room capacity for 1000 attendees in the presentation track?
• How have you accounted for VAT on ticket sales and expenses?
• Have you allowed enough for the costs of a registration service e.g. eventbrite and credit card fees
• Have you allowed enough for further discounts to registrations for students etc?
• Have you allowed enough for the free tickets for workshop presenters?
• I think the sponsorship estimates are overly cautious which will offset some under budgeting
• 5% is a low contingency, I suggest a higher level, say 10%

Questions Till Adams

• Your prices are really challenging and will open F4G for many attendees, especially for people from economical lower developed countries such major parts of eastern europe. My general question goes int the direction, whether you can ensure this low fees, although the planned event is nearly 2 years ahead?
• In Bonn we shaped the Code Sprint around the conference. The idea was, to give the people the opportunity to work together, once they are in place anyhow. Do you see a chance for s.th. similar for 2019?
• Why is diamond sponsor limited to 1? What if you have 2 companies interested?
• Like Paul I am interested in the capacities. On page 28 you write "Our main venue can host up to 1000 participants." - Are there any alternatives? I can imagine, that a cheap conference (s.a.) in a part of Europe, where it did not take place yet, but which is quite good reachable for most parts of the world, easily can attract more than 1000 attendees. What is your emergency plan? Stop the registration (which might cause financail issues, as you have more early bird bookings, than calculated ..?), other rooms, other venue, .. ?