GRASS Community Meeting 2026: Budget
The following information is requested as part of OSGeo Code Sprint Guidelines.
Request for support of the GRASS Community Meeting 2026
Basic Information
The GRASS community meeting will take place from 11th to 19th July 2026 in San Michele, Italy. The event is organized by Luca Delucchi. Contact person for budget questions is Vaclav Petras (GRASS project treasurer).
Audience
Based on previous events, we expect between 10 and 20 people for this meeting (budgeting for 15). 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. For example, in years 2023 and 2024, a total of 16-17 people participated in the event in-person, additional 2-4 people participated remotely, and 1-2 leaders from other projects connected remotely as well. In 2025, additional funding allowed us to bring total of 34 in-person participants.
Region
The event is global. The in-person meeting will take place in San Michele, Italy.
Project and Focus
The focus is on GRASS, its maintenance, and interaction with other projects. Many maintenance tasks, infrastructure changes, and planning of large changes especially benefits from maintainers being in one place and time zone. While the specific topics highly depend on the participants, we will prioritize topics which require highly synchronous collaboration, such as the CMake build system transition and API transitions. Other contributors are expected to enhance the collection of processing tools and their documentation. The 2025 event report gives an overview of what was achieved last year.
Length
We are finalizing the specific dates. Previous meetings lasted 6 days and included a weekend to support participants who need to join outside of their work.
Venue
Ongoing negotiation.
Expected Budget
Costs
| Item Description | EUR | USD | Explanation |
|---|---|---|---|
| Participant travel and lodging | 17,898.43 | 20,941.16 | 15 participants, average $1.4K/person (estimated from 2024 expenses) |
| Food, drink, snacks | 4,153.85 | 4,860.00 | 15 participants, 6 days with meal, $54/day/person (estimated from 2024) |
| Swag | 679.49 | 795.00 | 15 participants, $53/person (estimated from 2024, +10% for Italy vs Czechia) |
| Venue | 456.41 | 534.00 | $89/day, 6 days (estimated from 2024) |
| Small venue expenses | 81.20 | 95.00 | $45 wifi fee, $50 office supplies (estimated from 2023) |
| Total | 23,269.37 | 27,225.16 |
Sponsorship
| Item | EUR | USD | Explanation |
|---|---|---|---|
| OSGeo | 4,700.85 | 5,500.00 | OSGeo budget for sprints |
| Costs paid by other partners or individuals | 9,572.65 | 11,200.00 | Payments covered directly by other entities (estimated from 2024) |
| Community contributions | 8,995.87 | 10,525.16 | Newly or previously collected donations to the GRASS project |
| Total | 23,269.37 | 27,225.16 |
Non-monetary In-kind Contributions
| Item Description | Contributors and Notes |
|---|---|
| Venue | Ongoing negotiation (would replace the venue expense above) |
| Lodging discount | Ongoing negotiation (would reduce lodging expenses above, aiming at >$4K reduction) |
| Time for planning | Edmund Mach Foundation, CONICET, North Carolina State University |
| Time for participation | Edmund Mach Foundation, CONICET, North Carolina State University (indicated so far) |
Profit, Loss and Risk
There is no fee for participation and no profit is expected. Surplus money will go to the general GRASS project budget which is also what will cover expenses not covered by newly obtained support. 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. In the last years, most participants asked for and received travel support. Loss or failure to acquire the anticipated contributions (monetary or otherwise) will result in a significantly smaller event unless an additional sponsors steps in.
Final reports
We publish a report as a news item and list individual contributions at a wiki page. See reports from the previous year: