GRASS GIS Community Meeting 2023 : Budget

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The following information is requested as part of OSGeo Code Sprint Guidelines. The summary is provided from a [TODO_URL more extensive event budget and cost comparison] (Google docs).

All amounts are in USD

Basic Information

The GRASS GIS 40th birthday community meeting takes place June 2-6 2023 in Prague.

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. So far, 14 people from four continents expressed interest to participate in-person.

Region

The event is global. The in-person meeting will take place in Prague, Czechia. The planning team is currently considering what remote participation options would best serve online participants.

Project and Focus

We will work on GRASS GIS and integrations with related OSGeo projects. We will revise connection to QGIS to make it easier to maintain, and we will migrate the build to CMake to improve Windows builds including PDAL support. Furthermore, we will move documentation to Markdown to make it easier to contribute to and we will add images and examples for tools and workflows which still miss them. Finally, we will automate and document maintenance processes to reduce the burden on maintainers and thus improve the project sustainability.

Length

The meeting will take 5 days which include a weekend to support participants who need to join outside of their work (determined by the planning team).

Venue

The space for the meeting will be provided by the Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU).

Expected Budget

Costs

Item Description	EUR	USD	Explanation
Participant travel and lodging	10,780.00	11,750.20	Average 770 EUR per person computed from collected expenses provided by the planning team (5 days, 6 nights), full travel support for the PSC Chair and full support for 13 participants (or partial support for >13 participants).
Food, drink, snacks	2,100.00	2,289.00	14 participants, 5 days, 30 EUR per day and person.
Swag	400.00	436.00	T-shirts, stickers to take to home communities, or other swag (to be determined by the planning team, 20 EUR per participant, 20 participants)
Small venue expenses	100.00	109.00	40 EUR Wifi fee, office supplies, cables (as needed)
Total	13,380.00	14,584.20

Sponsorship

Item Description	EUR	USD	Explanation
OSGeo	6,700.00	7,303.00
FOSSGIS e.V.	5,000.00	5,450.00
Community	2,030.00	2,212.70	Previous sprints: 600 EUR 2011, 840 EUR in 2013; Estimated annual budget in OpenCollective: 732 EUR
Currently available project budget	0.00	0.00	Approximately 1600 EUR is currently available in OpenCollective and PayPal pools. Ideally left as a backup.
Total	13,730.00	14,965.70

In-kind Contributions

Space	Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU)
Time (planning and participation)	Faculty of Civil Engineering Czech Technical University in Prague (FCE CTU), mundialis, North Carolina State University, CONICET

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 as several potential participants expressed a high interest in travel support.