FOSS4G2019 Q&A Full Proposal Bucharest - Revision history

Vasile at 15:36, 14 December 2017

2017-12-14T15:36:00Z

Vasile at 15:28, 14 December 2017

2017-12-14T15:28:08Z

Vasile at 15:27, 14 December 2017

2017-12-14T15:27:05Z

Vasile at 15:05, 14 December 2017

2017-12-14T15:05:35Z

Vasile at 15:05, 14 December 2017

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Vasile at 14:55, 14 December 2017

2017-12-14T14:55:57Z

Vasile at 14:47, 14 December 2017

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Vasile at 14:44, 14 December 2017

2017-12-14T14:44:44Z

Vasile at 13:45, 14 December 2017

2017-12-14T13:45:59Z

Vasile at 12:45, 14 December 2017

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 '''Q1.1: Your venue + AV quote is EUR66745. You use a number of different venues, have you validated that quote or is it a guesstimate? Similarly, since A/V (traditionally a significant expense) is wrapped in, is that locked down with a quote?'''
-'''A1.1:''' Event room prices are not estimates, but specific offers for our event. These were negotiated with each location (all 4 large suppliers) for the 20-21-22-23 August or 27-28-29-30 August 2019 conference venues, (plenary, conferences) and the spaces for social events (Ice Breaker and Gala Dinner). The conference rooms are all suited with audio-video equipment (sound, suitable projection screens).  The costs are included in the prices presented. Also, all offers are valid until the end of December 2017, guaranteeing their availability. On request we can provide proofs for all the offers.
+'''A1.1:''' Event room prices are not estimates, but specific offers for our event. These were negotiated with each location (all 4 large suppliers) for the 20-21-22-23 August or 27-28-29-30 August 2019 conference venues, (plenary, conferences) and the spaces for social events (Ice Breaker and Gala Dinner). The conference rooms are all suited with audio-video equipment (sound, suitable projection screens).  The costs are included in the prices presented. Also, all offers are valid until the end of December 2017, guaranteeing their availability. The final offers for the most important services were privately sent to CC chair (some in Romanian language).
 '''Q1.2: Does the AV quote include recording? If not, what are your plans for session recording?'''

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 [[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - main facade]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance]]
+[[File:Bragadiru_02.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance]]
+[[File:Bragadiru_03.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance lobby]]
+[[File:Bragadiru_04.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance lobby]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance lobby]]
+[[File:Bragadiru_05.jpg|center|800px|thumb|left|Bragadiru Palace - Main entrance lobby]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - First floor foyer. Arrangements - version 1. Sponsors' area.]]
+[[File:Bragadiru_06.jpg|center|800px|thumb|left|Bragadiru Palace - First floor foyer. Arrangements - version 1. Sponsors' area.]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - First floor foyer. Arrangements - version 1. Sponsors' area.]]
+[[File:Bragadiru_07.jpg|center|800px|thumb|left|Bragadiru Palace - First floor foyer. Arrangements - version 1. Sponsors' area.]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
+[[File:Bragadiru_08.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
+[[File:Bragadiru_09.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
-[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
+[[File:Bragadiru_10.jpg|center|800px|thumb|left|Bragadiru Palace - Grand Hall]]
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]

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 == Response Annex 3: Bragadiru Palace space and sponsor opportunities ==
+[[File:Bragadiru_01.jpg|center|800px|thumb|left|Bragadiru Palace - main facade]]
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]

@@ Line 58: / Line 58: @@
 '''A2.2:''' The 1000 limit is imposed by the capacity of our plenary room (Great Hall) in the National Theatre (we are talking about the seated “seats”, assuming that all the registered participants will attend the plenary sessions - the room can accomodate more people if they are willing to stand or seat on the aisle steps; not sure if this is OK with the building security rules). Realistically speaking, BLOC is conservative about going too easy beyond 1000 participants as it never happened in the past in Europe (have a look at the chart below - note: from our knowledge, FOSS4G2016 in Bonn was a 900 event, not 950, and Boston was 1200+). It's true, Boston did break the historical 1000 threshold but we have to consider that 850+ attendees were from the USA alone. The European FOSS4G landscape is a little bit different, as we have an important number of national/regional/project based events (e.g. FOSSGIS, GFOSS.it, FOSS4G.fr, FOSS4G Belgium, GeocampES, FOSS4GUK, SIG Libre, FOSS4G.hu, GEOSTAT Summer School, Bolsena Code Sprint, QGIS conference and hackfest, gvSIG Festival, INSPIRE Conference, FOSSDEM, GeoPython, etc.) that are eating away from our target audience.
-[[File:Foss4g_participants.png|center|600px|thumb|left|FOSS4G participation history]]
+[[File:Foss4g_participants.png|center|800px|thumb|left|FOSS4G participation history]]
 However, we will be more than happy to see that the event will be a 1000+ one and, if registrations in the early bird registration period are close to or even exceed 500 participants, which would mean the final achievement of the 1000 participants, we have the following options (number 3 being not really a choice but a last resort if choices 1 and 2 will not work):

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 '''Q2.10: How have you accounted for VAT on ticket sales and expenses?'''
-'''A2.10:''' We have accounted a 10% VAT for the tickets (net value is 10% less) and all the expenses include the 19% Romanian VAT level.
+'''A2.10:''' We have accounted a 10% VAT for the tickets (net value is 10% less) and all the expenses include the standard Romanian VAT levels (9% for food and coffee breaks, soft drinks; 19% for venue renting and other services).
 '''Q2.11: Have you allowed enough for the costs of a registration service e.g. eventbrite and credit card fees'''

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 [[File:Tnb_09.jpg|center|800px|thumb|left|The National theater Bucharest - First floor foyer. Sponsors' area - 1,5 mp / sponsor.]]
-== Response Annex 2: InterContinentale conference rooms and sponsors opportunities ==
+== Response Annex 2: InterContinental conference rooms and sponsors opportunities ==
 [[File:Inter_01.jpg|center|800px|thumb|left|InterContinental Bucharest - main facade]]
@@ Line 217: / Line 217: @@
 [[File:Inter_22.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]

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 == Response Annex 2: InterContinentale conference rooms and sponsors opportunities ==
-[[File:Tnb_01.jpg|center|800px|thumb|left|InterContinental Bucharest - main facade]]
+[[File:Inter_01.jpg|center|800px|thumb|left|InterContinental Bucharest - main facade]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Main view of the facades: Intercontinental Bucharest and the National Theatre Bucharest]]
+[[File:Inter_02.jpg|center|800px|thumb|left|Main view of the facades: Intercontinental Bucharest and the National Theatre Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Aerial view of Intercontinental Bucharest and the National Theater Bucharest (rebuilding period).]]
+[[File:Inter_03.jpg|center|800px|thumb|left|Aerial view of Intercontinental Bucharest and the National Theater Bucharest (rebuilding period).]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_04.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_05.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_06.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_07.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_08.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_09.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_10.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_11.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_12.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_13.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_14.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_15.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_16.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_17.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_18.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_19.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_20.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_21.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
-[[File:Tnb_01.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
+[[File:Inter_22.jpg|center|800px|thumb|left|Intercontinental Bucharest]]
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]

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 [[File:Harta_foss4g_trasee.jpg|center|800px|thumb|left|Venue locations]]
 ==Questions Steven Feldman==
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 '''A3.4:''' Please see the answer to question 2.2
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]

@@ Line 82: / Line 82: @@
 '''Q2.3: Please clarify your plans to record sessions (all or some?)'''
 '''Q2.4: Will you be streaming any sessions live? If so, just keynotes or all sessions?'''
 '''Q2.5: Your sponsorship target is very low compared to recent FOSS4Gs, do you foresee a problem in attracting sponsors? Perhaps you might consider lower rates or some early booker incentives?'''
 '''Q2.6: How low would your attendance have to be to require the OSGeo guarantee that you have requested (assume you have correctly estimated costs)'''
 '''Q2.7: You plan for 208 presentations sessions, this seems low can you explain? Is there capacity to increase?'''
 '''Q2.8: Do the academic track presentations eat into the 208 general presentations or are they additional?'''
 '''Q2.9: Is there room capacity for 1000 attendees in the presentation track?'''
 '''Q2.10: How have you accounted for VAT on ticket sales and expenses?'''
 '''Q2.11: Have you allowed enough for the costs of a registration service e.g. eventbrite and credit card fees'''
 '''Q2.12: Have you allowed enough for further discounts to registrations for students etc?'''
 '''Q2.13: Have you allowed enough for the free tickets for workshop presenters?'''
 '''Q2.14: I think the sponsorship estimates are overly cautious which will offset some under budgeting'''
 '''Q2.15: 5% is a low contingency, I suggest a higher level, say 10%'''
 ==Questions Till Adams ==
 '''Q3.1: Your prices are really challenging and will open F4G for many attendees, especially for people from economical lower developed countries such major parts of  eastern europe. My general question goes int the direction, whether you can ensure this low fees, although the planned event is nearly 2 years ahead?'''
 '''Q3.2: In Bonn we shaped the Code Sprint around the conference. The idea was, to give the people the opportunity to work together, once they are in place anyhow. Do you see a chance for s.th. similar for 2019?'''
 '''Q3.3: Why is diamond sponsor limited to 1? What if you have 2 companies interested?'''
 '''Q3.4: Like Paul I am interested in the capacities. On page 28 you write "Our main venue can host up to 1000 participants." - Are there any alternatives? I can imagine, that a cheap conference (s.a.) in a part of Europe, where it did not take place yet, but which is quite good reachable for most parts of the world, easily can attract more than 1000 attendees. What is your emergency plan? Stop the registration (which might cause financail issues, as you have more early bird bookings, than calculated ..?), other rooms, other venue, .. ?'''
 [[Category:Conference Committee]]
 [[Category:FOSS4G]]
 [[Category:FOSS4G2019]]