FOSS4G2020 Q&A 2 Calgary

Questions Till Adams

• "The remaining 50% of profit will be held in-trust by TECTERRA and used as a travel grant program for Alberta-based students to travel to future international FOSS4G events (Page 40):

In the FOSS4G cookbook [1] it is not clearly defined, how much of the revenue has to be passed back to OSGeo, but there is a not yet decided proposal that 85% of a FOSS4G surplus goes to OSGeo. The idea to hold 50% in order to setup a dedicated travel grant programme for Alberta people for future OSGeo events only sounds little strange to me - especially as there is an official travel grant programme of OSGeo. Can you please explain your ideas behind that a bit more?

• Answer

Our understanding of the FOSS4G RFP was that if the LOC required seed funding from OSGeo then they must return at least 85% of the profits; and if they did not require seed funding they should return at least 50% of any surplus (RFP doc, page 9). As we do not require seed funding fom OSGeo we plan to donate at least 50% of all profits back to OSGeo.

We decied to use any remaining profits for a travel gant program for future events as a way to encourage locals to attend future FOSS4G events. By providing additional funds for travel we felt that it would reduce the burden on the existing travel grant programme and allow it to focus on middle- or lower-income countries, rather than on a (relatively) high-income region like Canada.

Furthermore, this money will help to strengthen the OSGeo community in westersn Canada by growing a following and ensuring representation from western Canada for the next international conferences.

If the resolution is decided and the required amount to return to OSGeo changes we are willing to work within that framework.

• Finances

Your calculation is based between 24-30% on sponsorship - depending on scenario "LOW" or "GOAL". Even when regarding the already signed sponsorships, in any case there is a need to sign at least a sum of 150k more sponsorship-money, in order to reach a balanced budget. Do you have an emergency plan, what happens if something unexpected may happen or what to do when missing your sponsorship goal?

• Answer

At this point, we have budgeted for $230,000 CAN ($176,000 USD) in total sponsorship and have already received confirmed sponsorship of over $130,000 CAN ($98,000 USD) in just over 4 weeks. The CLOC is confident that the remaining $78,000 USD required to hit our minimum anticipated sponsorship will be easily attainable by reaching out to prior FOSS4G sponsors and additional industry support locally. The current space we have on hold for exhibitions at the Calgary TELUS Convention Centre will allow our group to accommodate upwards of 140 booth sponsors providing an abundance of opportunties for varying levels of sponsorship. However, pending unexpected circumstances, if the CLOC were to miss the low anticipated sponsorship commitment, we have added a 7% contingency line item to the budget as a safeguard.

[1] https://wiki.osgeo.org/wiki/FOSS4G_Handbook#Finances, bullet (7)

Questions from Steven Feldman

1. In your vision statement you say that FOOS4G will be “...a catalyst to foster the democratization of opportunity that open-sources represents for creators at every scale…” Could you explain further (particularly for people on this list for whom English is not their first language)
2. Can you confirm that although visas are not required for some countries an ETA will be required?
3. Can you provide clarity on whether you will be videoing and/or streaming all or some of the conference streams? Is this provided for in your budget?
4. Your budget has a high dependency on sponsorship, what are your contingencies if your target is not achieved?
5. If you do not receive specific funding for the gala evening what will be the charge to delegates in USD?
6. Can you confirm that you will not be seeking any seed funding or guarantees from OSGeo?
7. You appear to make very little additional profit from higher levels of attendance. Can you explain?
8. Is there any option to reduce the costs of catering to either reduce ticket prices or increase surplus?
9. Is the 50% share of surplus contribution to OSGeo negotiable?
10. The co-hosting alongside Inventure$ 2020 radically changes your budget and proposal. Can you provide some more detailed info on this opportunity and clarify whether this is your preference ()and if so why you did not base your proposal around it?)
11. Can you confirm that the workshop fee of US $200 ids for 2 full days of workshops. Is there an option for attendees to register for only 1 or 2 workshops individually?
12. Can you confirm whether you are offering a discount on delegate fees to workshop presenters?
13. In your budget you have a line for printing a programme. Can you explain? (in the last 2 years we have had digital programmes)
14. You make no mention of producing a conference t-shirt or the costs, is that correct or have I missed it?
15. You mention a Travel Grant Programme - is this the OSGeo TGP initiative or one that will be run independently by your LOC?
16. Can you confirm that any funds allocated to a TGP (your own or the OSGeo one) will be used for travel and subsistence support and that all TGP recipients will receive a free conference pass in addition (i.e the TGP funds will not be used to cover delegate passes)?