Questions / Remarks on Halifax proposal

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Questions / Remarks on Halifax proposal

stevenfeldman
Hi Halifax team

Thanks for your great proposal

Here are a few starter questions from me:

  1. You have not provided the budget spreadsheet that was part of the RfP. Or did I miss it? Can you provide this to the Conference Committee?
  2. Can you provide clarity on whether you will be videoing and/or streaming just the plenaries or some of the conference streams as well? Is this provided for in your budget?
  3. Your budget has a very high dependency on sponsorship (up to 45% of income), higher than most previous events. Can you explain in more detail where you expect this sponsorship to come from?What are your contingencies if your target is not achieved?
  4. You have indicated that you will need seed funding of $50k from OSGeo, will you require any additional guarantees from OSGeo? You have proposed to remit 75% of any surplus back to OSGeo, the guideline in the RfP was for 85% to be returned to OSGeo, please explain why you are proposing a different level?
  5. You refer to a payment to co-chairs who will undertake the tasks of a PCO, can you provide some more detail on the amount of these payments and the scope of work to be undertaken? Will there be a formal contract between the LOC and the co-chairs? Who will arbitrate in the event of a dispute?
  6. Can you confirm that the workshop fee of US $200 (EB) or $300 (Regular) is for 2 full days of workshops. Is there an option for attendees to register for only 1 or 2 workshops individually?
  7. Can you confirm what level of discount on delegate fees you are offering to workshop presenters?
  8. In your budget you have a $62k line for Coordination (inc event planners, transport & hotels etc). Can you explain please?
  9. In your budget you have a $10k line for modifications to the registration system. Can you explain what this is and why it is needed?
  10. In your budget you have a line for “promotional stuff” running at almost $35/delegate - can you provide some more detail please?
  11. You mention a Travel Grant Programme of $20k - is this a contribution to the OSGeo TGP initiative or one that will be run independently by your LOC?
  12. 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 willl receive a free conference pass in addition (i.e the TGP funds will not be used to cover delegate passes)?

I’ve dropped a copy of these questions into the wiki at https://wiki.osgeo.org/wiki/FOSS4G2020_Q%26A_2_Halifax  - it’s probably easier for everyone reviewing if you post your answers to the wiki rather than stretching this mail trail.

Cheers
______
Steven



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Re: Questions / Remarks on Halifax proposal

Karine Jean-4

Hi Steven,

Thank you for your questions. We are very happy to clarify some points that may have appeared less well explained in our proposal. Do not hesitate to come back to us if you have any other questions.

You'll find the answers to your questions directly on the Wiki.


Best regards,


Jeff McKenna and Karine Jean

co-chairs FOSS4G-HFX 2020 Bid


In collaboration with :
Jerome St-Louis
Chair Program Committee


Le lun. 26 nov. 2018 à 10:15, Steven Feldman <[hidden email]> a écrit :
Hi Halifax team

Thanks for your great proposal

Here are a few starter questions from me:

  1. You have not provided the budget spreadsheet that was part of the RfP. Or did I miss it? Can you provide this to the Conference Committee?
  2. Can you provide clarity on whether you will be videoing and/or streaming just the plenaries or some of the conference streams as well? Is this provided for in your budget?
  3. Your budget has a very high dependency on sponsorship (up to 45% of income), higher than most previous events. Can you explain in more detail where you expect this sponsorship to come from?What are your contingencies if your target is not achieved?
  4. You have indicated that you will need seed funding of $50k from OSGeo, will you require any additional guarantees from OSGeo? You have proposed to remit 75% of any surplus back to OSGeo, the guideline in the RfP was for 85% to be returned to OSGeo, please explain why you are proposing a different level?
  5. You refer to a payment to co-chairs who will undertake the tasks of a PCO, can you provide some more detail on the amount of these payments and the scope of work to be undertaken? Will there be a formal contract between the LOC and the co-chairs? Who will arbitrate in the event of a dispute?
  6. Can you confirm that the workshop fee of US $200 (EB) or $300 (Regular) is for 2 full days of workshops. Is there an option for attendees to register for only 1 or 2 workshops individually?
  7. Can you confirm what level of discount on delegate fees you are offering to workshop presenters?
  8. In your budget you have a $62k line for Coordination (inc event planners, transport & hotels etc). Can you explain please?
  9. In your budget you have a $10k line for modifications to the registration system. Can you explain what this is and why it is needed?
  10. In your budget you have a line for “promotional stuff” running at almost $35/delegate - can you provide some more detail please?
  11. You mention a Travel Grant Programme of $20k - is this a contribution to the OSGeo TGP initiative or one that will be run independently by your LOC?
  12. 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 willl receive a free conference pass in addition (i.e the TGP funds will not be used to cover delegate passes)?

I’ve dropped a copy of these questions into the wiki at https://wiki.osgeo.org/wiki/FOSS4G2020_Q%26A_2_Halifax  - it’s probably easier for everyone reviewing if you post your answers to the wiki rather than stretching this mail trail.

Cheers
______
Steven


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Re: Questions / Remarks on Halifax proposal

michael terner-2
These questions are also posted on the Wiki site...

Congrats on providing an excellent, attractive and comprehensive proposal.

  • On page 27, you state: "A majority of our budget will be dedicated to the audiovisual." Can you clarify as the spreadsheets seem to indicate that Audiovisual + Live streaming + Translation will add up to $100,000. Under all three scenarios, $100,000 is far less than the "majority" of the three different total expense budgets (i.e., ~$696k - ~$863k). Can you clarify?

  • Given that recent conferences have employed "professional conference organizers" (PCO), can you elaborate on why you chose to not have a PCO? Was a PCO ever considered? If so, was there a reason this option was not pursued? Can you elaborate on what services Destination Halifax will be providing on a complimentary basis? Has either of the two Chairs been involved in the hands-on organizing (i.e., not just being on committees) for a conference of 800, or more people? Will there be any other paid support staff for the organizing team beside the two Chairs?

  • What is the obligation/commitment of work that a “discounted volunteer” needs to complete to obtain the discount to $400? In other words, how much work should a volunteer expect to need to perform?

  • Kudos on setting an ambitious sponsorship goal. But, as per Steven's earlier questions, it would be helpful to better understand how you intend to meet the goal. Given that top-tier sponsors (Diamond, Platinum, Gold) are often given "exclusive privileges" such as naming rights to large events, is it realistic that there will be 18 separate $2,000 investments in naming for the evening events (i.e., to match the $36,000 of expected revenue from evening event naming)? What kind of "exclusive benefits" will you be offering to top-tier partners if naming is not included in their base investment?

Thanks for your great proposal, and good luck!

MT

On Tue, Nov 27, 2018 at 11:59 AM Karine Jean <[hidden email]> wrote:

Hi Steven,

Thank you for your questions. We are very happy to clarify some points that may have appeared less well explained in our proposal. Do not hesitate to come back to us if you have any other questions.

You'll find the answers to your questions directly on the Wiki.


Best regards,


Jeff McKenna and Karine Jean

co-chairs FOSS4G-HFX 2020 Bid


In collaboration with :
Jerome St-Louis
Chair Program Committee


Le lun. 26 nov. 2018 à 10:15, Steven Feldman <[hidden email]> a écrit :
Hi Halifax team

Thanks for your great proposal

Here are a few starter questions from me:

  1. You have not provided the budget spreadsheet that was part of the RfP. Or did I miss it? Can you provide this to the Conference Committee?
  2. Can you provide clarity on whether you will be videoing and/or streaming just the plenaries or some of the conference streams as well? Is this provided for in your budget?
  3. Your budget has a very high dependency on sponsorship (up to 45% of income), higher than most previous events. Can you explain in more detail where you expect this sponsorship to come from?What are your contingencies if your target is not achieved?
  4. You have indicated that you will need seed funding of $50k from OSGeo, will you require any additional guarantees from OSGeo? You have proposed to remit 75% of any surplus back to OSGeo, the guideline in the RfP was for 85% to be returned to OSGeo, please explain why you are proposing a different level?
  5. You refer to a payment to co-chairs who will undertake the tasks of a PCO, can you provide some more detail on the amount of these payments and the scope of work to be undertaken? Will there be a formal contract between the LOC and the co-chairs? Who will arbitrate in the event of a dispute?
  6. Can you confirm that the workshop fee of US $200 (EB) or $300 (Regular) is for 2 full days of workshops. Is there an option for attendees to register for only 1 or 2 workshops individually?
  7. Can you confirm what level of discount on delegate fees you are offering to workshop presenters?
  8. In your budget you have a $62k line for Coordination (inc event planners, transport & hotels etc). Can you explain please?
  9. In your budget you have a $10k line for modifications to the registration system. Can you explain what this is and why it is needed?
  10. In your budget you have a line for “promotional stuff” running at almost $35/delegate - can you provide some more detail please?
  11. You mention a Travel Grant Programme of $20k - is this a contribution to the OSGeo TGP initiative or one that will be run independently by your LOC?
  12. 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 willl receive a free conference pass in addition (i.e the TGP funds will not be used to cover delegate passes)?

I’ve dropped a copy of these questions into the wiki at https://wiki.osgeo.org/wiki/FOSS4G2020_Q%26A_2_Halifax  - it’s probably easier for everyone reviewing if you post your answers to the wiki rather than stretching this mail trail.

Cheers
______
Steven


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--
Michael Terner
(M) 978-631-6602

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