GRASS GIS Community Meeting 2023 : Budget
The following information is requested as part of OSGeo Code Sprint Guidelines.
Request for support of the GRASS GIS 40th Birthday Community Meeting
Basic Information
The GRASS GIS 40th birthday community meeting will take place from June 2 to 6, 2023 in Prague. Further details can be found at GRASS GIS Community Meeting 2023.
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 last 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) |
| Venue small 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.
Decision
- Approved by OSGeo Board: https://www.loomio.com/p/2m75BZkL/motion-to-approve-7303-to-support-grass-gis-community-meeting