Flock 2016 Evening Activities - Comments Needed

[Brian Exelbierd]

Hi All,

Rafal, Filip and I have been working hard on the evening activities.

The current proposal is the following:

2 August - Game Night at the Hotel and a City Tour
3 August - 3 hour dinner cruise (200 ppl)
4 August - Buffet Dinner and Beer tasting at Browar Lubicz

We would like to hear you feedback on these?  Do we need all three evenings to have an
activity?  Essentially we have a choice.  If we cancel either the cruise or the brewery we
can shift 6-8 thousand dollars ($6000 - $8000) into the travel subsidy budget.  Would you
rather have one activity and a greater subsidy budget or 2 activities?

The game night and city tour as not a significant expense.

Please share your opinions quickly as we need to commit to the cruise ASAP and brewery RSN
(real soon now) or we risk losing the options.

Thank you.

regards,

bex

[Remy DeCausemaker]

On Jun 17, 2016 10:27 AM, "Brian (bex) Exelbierd" <bex(a)pobox.com&gt; wrote:
>  Hi All,
>
>  Rafal, Filip and I have been working hard on the evening activities.
>
>  The current proposal is the following:
>
>  2 August - Game Night at the Hotel and a City Tour
>  3 August - 3 hour dinner cruise (200 ppl)
>  4 August - Buffet Dinner and Beer tasting at Browar Lubicz
>
>  We would like to hear you feedback on these?  Do we need all three 
evenings to have
an activity?  Essentially we have a choice.  If we cancel
either the cruise or the brewery we can shift 6-8 thousand dollars ($6000 -
$8000) into the travel subsidy budget.  Would you rather have one activity
and a greater subsidy budget or 2 activities?

I'm enthusiastically +1 on all the activities listed above. Keeping the
cruise especially, since this is somewhat of a European tradition now after
Prague. The Game Night is really a "non-event" that would allow for team
dinners or a night off for folks who want to keep it low-key.

Nice work all, I think the events budget is reasonable, and the events
schedule exciting. Way to go!

Looking Forward,
--RemyD.

>  The game night and city tour as not a significant expense.
>
>  Please share your opinions quickly as we need to commit to the cruise 
ASAP and
brewery RSN (real soon now) or we risk losing the options.
>  Thank you.
>
>  regards,
>
>  bex
>  _______________________________________________
>  flock-planning mailing list
>  flock-planning(a)lists.fedoraproject.org
>  
https://lists.fedoraproject.org/admin/lists/[e-mail]...

[Rafal Luzynski]

Thank you everybody for commenting on this. I am focused on the boat party
since all other events will be already handled by Brian and Filip and their
costs are probably already known. At the moment I assume that the boat party
will last 3 hours from 7:30pm to 10:30pm and we will rent 2 medium size
city buses to arrive from the hotel and back. For now my estimation of the
boat party cost is:

* Rent the boat, 3 hours: 7,500 PLN (≈$1,900)
* Food for 200 people: not yet confirmed but I guess something
  between 7,000 and 14,000 PLN (≈$1,800-3,500)
* Drinks: again not confirmed but I guess between 2,000 and 3,600 PLN
  (≈$510-920)
* Transportation (2 buses, 2 cruises, including night hours): 1,570 PLN
  (≈$400) (it may be cheaper if we promise we will move from the ship
  to the bus and from the bus to the hotel quickly and we will save
  the driver's working time)

Total: 18,070-26,670 (≈$4575-6750).


I think it would be helpful if you set some budget limit for this particular
event and decide if this is OK or too much, and what can we do to make it
cheaper: less hours, less food choices, less beer, no beer sponsored,
less comfortable transportation option (only one bus and let it cruse twice)?


17.06.2016 17:00 Remy DeCausemaker <decause(a)gmail.com&gt; wrote:
>  
>  [...]
>   I'm enthusiastically +1 on all the activities listed above. Keeping the
>  cruise especially, since this is somewhat of a European tradition now after
>  Prague. 
That's my point exactly!

>  The Game Night is really a "non-event" that would allow for
> team dinners or a
>  night off for folks who want to keep it low-key. 
AFAIUC the game night and the walking tour are parallel events: people can
choose either of them but not both. Hence the transportation would be cheaper
and easier to organize, plus an option of a dinner after the walking tour.

Thank you again and regards,

Rafal

[Rafal Luzynski]

Hi,

I have more details about the food and drinks so here they are.

The staff suggests a grill menu, this includes both vegetarian
and non vegetarian food.

Grill menu: 45, 55, or 80 PLN/person (we have to choose)
Beer: 8 PLN/0.5 l or 700 PLN/50 l keg
Non-alcoholic drinks (coffee, tea, juice, water), unlimited: 15 PLN/person

This makes total (200 people): 10,600-22,200 PLN depending on what
food/drink we choose.

Plus the ship: 7,500 PLN if we take 3 hours, total:
18,100-29,700 PLN ($4580-7520).

All prices exclude VAT.

18.06.2016 01:24 Rafal Luzynski <digitalfreak(a)lingonborough.com&gt; wrote:
>  Thank you everybody for commenting on this. I am focused on the boat party
>  since all other events will be already handled by Brian and Filip and their
>  costs are probably already known. At the moment I assume that the boat party
>  will last 3 hours from 7:30pm to 10:30pm and we will rent 2 medium size
>  city buses to arrive from the hotel and back. For now my estimation of the
>  boat party cost is:
>
>  * Rent the boat, 3 hours: 7,500 PLN (≈$1,900)
>  * Food for 200 people: not yet confirmed but I guess something
>  between 7,000 and 14,000 PLN (≈$1,800-3,500) 
Update: food 9,000-16,000 PLN (≈$2,280-4,050)

>  * Drinks: again not confirmed but I guess between 2,000 and 3,600
> PLN
>  (≈$510-920) 
Update: drinks 1,600-6,200 PLN (≈$405-1,570)

>  * Transportation (2 buses, 2 cruises, including night hours): 1,570
> PLN
>  (≈$400) (it may be cheaper if we promise we will move from the ship
>  to the bus and from the bus to the hotel quickly and we will save
>  the driver's working time)
>
>  Total: 18,070-26,670 (≈$4575-6750). 
Updated total: 19,670-31,270 PLN (≈$4980-7920).

I think we'll aim at the lower price but this does not mean we just
choose the cheapest option.

As far as I understand you lean to agree for this event as well as all
other evening events. Do you need more details about this event?

Regards,

Rafal

[Stephen Gallagher]

On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>  Hi All,
>  
>  Rafal, Filip and I have been working hard on the evening activities.
>  
>  The current proposal is the following:
>  
>  2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour dinner
>  cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at Browar Lubicz
>  
>  We would like to hear you feedback on these?  Do we need all three evenings
>  to have an activity?  Essentially we have a choice.  If we cancel either the
>  cruise or the brewery we can shift 6-8 thousand dollars ($6000 - $8000) into
>  the travel subsidy budget.  Would you rather have one activity and a greater
>  subsidy budget or 2 activities?
>   

Let's assume for the moment that we made the upper end of that ($8000) into a
travel subsidy. Do we have numbers on the average cost of a subsidy? Would this
enable us to subsidize five additional travelers? Ten? Twenty? I think that
makes a difference. If it enables us to get a lot more people to the conference
who would like to attend, then there's real value in that. However, if cost of
travel and lodging is so high that it's a minimal difference (say, five or fewer
additional subsidies), then it's probably worth it to keep the activities instead.

[Remy DeCausemaker]

On Jun 17, 2016 11:16 AM, "Stephen Gallagher" <sgallagh(a)redhat.com&gt;
wrote:
>  On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>  > Hi All,
>  >
>  > Rafal, Filip and I have been working hard on the evening activities.
>  >
>  > The current proposal is the following:
>  >
>  > 2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour 
dinner
>  > cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at
> Browar 
Lubicz
>  >
>  > We would like to hear you feedback on these?  Do we need all three 
evenings
>  > to have an activity?  Essentially we have a choice.  If we
> cancel 
either the
>  > cruise or the brewery we can shift 6-8 thousand dollars ($6000 -
> $8000) 
into
>  > the travel subsidy budget.  Would you rather have one activity
> and a 
greater
>  > subsidy budget or 2 activities?
>  >
>
>
>  Let's assume for the moment that we made the upper end of that ($8000) 
into a
>  travel subsidy. Do we have numbers on the average cost of a subsidy?
Would this
>  enable us to subsidize five additional travelers? Ten? Twenty? I
> think 
that
>  makes a difference. If it enables us to get a lot more people to the
conference
>  who would like to attend, then there's real value in that.
> However, if 
cost of
>  travel and lodging is so high that it's a minimal difference
> (say, five 
or fewer
>  additional subsidies), then it's probably worth it to keep the
> activities 
instead.

As one of the folks running the calculus on travel, I'd say "it depends."
On the high-end, APAC travelers can cost 3k+ in some cases. On the low end,
the (hopefully happening) bus from Brno or a train ride + hotel could be
<1k per traveller.

Since we are already *significantly* investing in travel, at some point we
need to ensure the quality of the experience over extra quantity of
attendees. I think cancelling *all* the evening events would be hugely
detrimental to morale, and should not be considered an option.

One of the big benefits of choosing Krakow was that spending on evening
events would be cheaper than prohibitive venue costs from other bids like
France. If we forgo this then we might as well just book the nearest
cheapest hotel to an airport hub, and call it done next time...

There are other regional events that folks who cannot make it to Flock this
year can attend, and likely other Flocks in the future too.

Please don't cancel the boat,
--RemyD.

[Stephen Gallagher]

On 06/17/2016 12:09 PM, Remy DeCausemaker wrote:
>  
>  On Jun 17, 2016 11:16 AM, "Stephen Gallagher" <sgallagh(a)redhat.com
>  <mailto:[e-mail]>> wrote:
> >
> > On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
> > > Hi All,
> > >
> > > Rafal, Filip and I have been working hard on the evening activities.
> > >
> > > The current proposal is the following:
> > >
> > > 2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour dinner
> > > cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at Browar Lubicz
> > >
> > > We would like to hear you feedback on these?  Do we need all three evenings
> > > to have an activity?  Essentially we have a choice.  If we cancel either the
> > > cruise or the brewery we can shift 6-8 thousand dollars ($6000 - $8000) into
> > > the travel subsidy budget.  Would you rather have one activity and a greater
> > > subsidy budget or 2 activities?
> > >
> >
> >
> > Let's assume for the moment that we made the upper end of that ($8000) into a
> > travel subsidy. Do we have numbers on the average cost of a subsidy? Would this
> > enable us to subsidize five additional travelers? Ten? Twenty? I think that
> > makes a difference. If it enables us to get a lot more people to the conference
> > who would like to attend, then there's real value in that. However, if cost of
> > travel and lodging is so high that it's a minimal difference (say, five or fewer
> > additional subsidies), then it's probably worth it to keep the activities
> instead.
>  
>  As one of the folks running the calculus on travel, I'd say "it depends."
> On the
>  high-end, APAC travelers can cost 3k+ in some cases. On the low end, the
>  (hopefully happening) bus from Brno or a train ride + hotel could be <1k per
>  traveller.
>   
OK, but we are still talking about a realistic upper limit of eight additional
attendees. I'd be pretty comfortable (personally) saying that's an insufficient
advantage over the evening entertainment.

I just figured it made sense to know what the actual advantages would be for
deciding one way or another. With the numbers as they are, I think making the
experience more enjoyable for the people who are coming outweighs the alternatives.

>  Since we are already *significantly* investing in travel, at some
> point we need
>  to ensure the quality of the experience over extra quantity of attendees. I
>  think cancelling *all* the evening events would be hugely detrimental to morale,
>  and should not be considered an option.
>   
I didn't say "all" events. The number above was for just one or the other.


>  One of the big benefits of choosing Krakow was that spending on
> evening events
>  would be cheaper than prohibitive venue costs from other bids like France. If we
>  forgo this then we might as well just book the nearest cheapest hotel to an
>  airport hub, and call it done next time...
>  
>  There are other regional events that folks who cannot make it to Flock this year
>  can attend, and likely other Flocks in the future too.
>  
>  Please don't cancel the boat,
>  --RemyD.
>  
>  
>  
>  _______________________________________________
>  flock-planning mailing list
>  flock-planning(a)lists.fedoraproject.org
>  https://lists.fedoraproject.org/admin/lists/[e-mail]...
>

[Jennifer Madriaga]

Hey all,

Let's go ahead and proceed with both events since it seems like everyone
has a consensus that the benefits are there. If everyone is comfortable
with the budget, then I say do it.

Thanks.

On Fri, Jun 17, 2016 at 12:46 PM, Stephen Gallagher <sgallagh(a)redhat.com&gt;
wrote:

>  On 06/17/2016 12:09 PM, Remy DeCausemaker wrote:
>  >
>  > On Jun 17, 2016 11:16 AM, "Stephen Gallagher" <sgallagh(a)redhat.com
>  > <mailto:[e-mail]>> wrote:
>  >>
>  >> On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>  >> > Hi All,
>  >> >
>  >> > Rafal, Filip and I have been working hard on the evening activities.
>  >> >
>  >> > The current proposal is the following:
>  >> >
>  >> > 2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour
>  dinner
>  >> > cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at Browar
>  Lubicz
>  >> >
>  >> > We would like to hear you feedback on these?  Do we need all three
>  evenings
>  >> > to have an activity?  Essentially we have a choice.  If we cancel
>  either the
>  >> > cruise or the brewery we can shift 6-8 thousand dollars ($6000 -
>  $8000) into
>  >> > the travel subsidy budget.  Would you rather have one activity and a
>  greater
>  >> > subsidy budget or 2 activities?
>  >> >
>  >>
>  >>
>  >> Let's assume for the moment that we made the upper end of that ($8000)
>  into a
>  >> travel subsidy. Do we have numbers on the average cost of a subsidy?
>  Would this
>  >> enable us to subsidize five additional travelers? Ten? Twenty? I think
>  that
>  >> makes a difference. If it enables us to get a lot more people to the
>  conference
>  >> who would like to attend, then there's real value in that. However, if
>  cost of
>  >> travel and lodging is so high that it's a minimal difference (say, five
>  or fewer
>  >> additional subsidies), then it's probably worth it to keep the
>  activities instead.
>  >
>  > As one of the folks running the calculus on travel, I'd say "it
>  depends." On the
>  > high-end, APAC travelers can cost 3k+ in some cases. On the low end, the
>  > (hopefully happening) bus from Brno or a train ride + hotel could be <1k
>  per
>  > traveller.
>  >
>
>  OK, but we are still talking about a realistic upper limit of eight
>  additional
>  attendees. I'd be pretty comfortable (personally) saying that's an
>  insufficient
>  advantage over the evening entertainment.
>
>  I just figured it made sense to know what the actual advantages would be
>  for
>  deciding one way or another. With the numbers as they are, I think making
>  the
>  experience more enjoyable for the people who are coming outweighs the
>  alternatives.
>
>  > Since we are already *significantly* investing in travel, at some point
>  we need
>  > to ensure the quality of the experience over extra quantity of
>  attendees. I
>  > think cancelling *all* the evening events would be hugely detrimental to
>  morale,
>  > and should not be considered an option.
>  >
>
>  I didn't say "all" events. The number above was for just one or the other.
>
>
>  > One of the big benefits of choosing Krakow was that spending on evening
>  events
>  > would be cheaper than prohibitive venue costs from other bids like
>  France. If we
>  > forgo this then we might as well just book the nearest cheapest hotel to
>  an
>  > airport hub, and call it done next time...
>  >
>  > There are other regional events that folks who cannot make it to Flock
>  this year
>  > can attend, and likely other Flocks in the future too.
>  >
>  > Please don't cancel the boat,
>  > --RemyD.
>  >
>  >
>  >
>  > _______________________________________________
>  > flock-planning mailing list
>  > flock-planning(a)lists.fedoraproject.org
>  >
>  https://lists.fedoraproject.org/admin/lists/[e-mail]...
>  >
>
>
>
>  _______________________________________________
>  flock-planning mailing list
>  flock-planning(a)lists.fedoraproject.org
>
>  https://lists.fedoraproject.org/admin/lists/[e-mail]...
>
>  

-- 
Jen Madriaga
Event Manager
Red Hat, Inc.
Cell 919-402-7952

[Truong Anh Tuan]

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On 06/17/2016 11:09 PM, Remy DeCausemaker wrote:
>  
>  As one of the folks running the calculus on travel, I'd say "it 
>  depends." On the high-end, APAC travelers can cost 3k+ in some
>  cases. On the low end, the (hopefully happening) bus from Brno or a
>  train ride + hotel could be <1k per traveller. 
It is not totally true, flight cost from some cites in APAC to Warsaw
is less than 1k (more flight connections to Warsaw than to Krakow).
You can also try to ask them to cover hotel cost by their own. I
believe you can find some active people want to go that way.

- -- 
Rgds,
Tuan
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[Truong Anh Tuan]

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On 06/17/2016 10:16 PM, Stephen Gallagher wrote:
>  On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
> > Hi All,
> > 
> > Rafal, Filip and I have been working hard on the evening
> > activities.
> > 
> > The current proposal is the following:
> > 
> > 2 August - Game Night at the Hotel and a City Tour 3 August - 3
> > hour dinner cruise (200 ppl) 4 August - Buffet Dinner and Beer
> > tasting at Browar Lubicz
> > 
> > We would like to hear you feedback on these?  Do we need all
> > three evenings to have an activity?  Essentially we have a
> > choice.  If we cancel either the cruise or the brewery we can
> > shift 6-8 thousand dollars ($6000 - $8000) into the travel
> > subsidy budget.  Would you rather have one activity and a
> > greater subsidy budget or 2 activities?
>  
>  Let's assume for the moment that we made the upper end of that
>  ($8000) into a travel subsidy. Do we have numbers on the average
>  cost of a subsidy? Would this enable us to subsidize five
>  additional travelers? Ten? Twenty? I think that makes a difference.
>  If it enables us to get a lot more people to the conference who
>  would like to attend, then there's real value in that. However, if
>  cost of travel and lodging is so high that it's a minimal
>  difference (say, five or fewer additional subsidies), then it's
>  probably worth it to keep the activities instead. 
Attending Flock is always a really nice experience so we should try
our best to give more chances to more people.
With approx. 1k per person, we can give chances to 6-8 additional
active contributors allover the world.

- -- 
Rgds,
Tuan
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[Remy DeCausemaker]

On Jun 18, 2016 23:49, "Truong Anh Tuan" <tuanta(a)iwayvietnam.com&gt; wrote:
>  -----BEGIN PGP SIGNED MESSAGE-----
>  Hash: SHA1
>
>  On 06/17/2016 10:16 PM, Stephen Gallagher wrote:
>  > On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>  >> Hi All,
>  >>
>  >> Rafal, Filip and I have been working hard on the evening
>  >> activities.
>  >>
>  >> The current proposal is the following:
>  >>
>  >> 2 August - Game Night at the Hotel and a City Tour 3 August - 3
>  >> hour dinner cruise (200 ppl) 4 August - Buffet Dinner and Beer
>  >> tasting at Browar Lubicz
>  >>
>  >> We would like to hear you feedback on these?  Do we need all
>  >> three evenings to have an activity?  Essentially we have a
>  >> choice.  If we cancel either the cruise or the brewery we can
>  >> shift 6-8 thousand dollars ($6000 - $8000) into the travel
>  >> subsidy budget.  Would you rather have one activity and a
>  >> greater subsidy budget or 2 activities?
>  >
>  > Let's assume for the moment that we made the upper end of that
>  > ($8000) into a travel subsidy. Do we have numbers on the average
>  > cost of a subsidy? Would this enable us to subsidize five
>  > additional travelers? Ten? Twenty? I think that makes a difference.
>  > If it enables us to get a lot more people to the conference who
>  > would like to attend, then there's real value in that. However, if
>  > cost of travel and lodging is so high that it's a minimal
>  > difference (say, five or fewer additional subsidies), then it's
>  > probably worth it to keep the activities instead.
>
>  Attending Flock is always a really nice experience so we should try
>  our best to give more chances to more people. 
We are allocating around *half* of the budget to getting people to the
conference as it is, which I'd say is more than ample.

>  With approx. 1k per person, we can give chances to 6-8 additional
>  active contributors allover the world. 
Though this may be true, this is why we hold and sponsor major regional
events around the world. To put it in perspective, that is nearly *half*
the budget of an entire FUDCon APAC, up to 80% of a FUDCon LATAM, or enough
budget potentially for two reasonably sized FADs. Or we can get half a
dozen people travel to Flock.

Flock is meant to be the EMEA/NA Fedora regional event, and there are
FUDCon events in APAC and LATAM for those regions. We alternate the
location of Flock to help *reduce* the highest costs, travel.

We go through this conversation every year. Flying the entire community
into one location is not the most cost effective regional strategy. We
think strategically and carefully about the guidelines used to allocate the
limited amount of travel funding available. We have run some rough numbers
on merging the FUDCon budgets with the Flock budget, and have concluded
that it wouldn't be as cost-effective as running multiple events regionally.

If folks want to create a bid or proposal for one gigantic global
conference in 2017, then by all means, post it to the wiki, but know that
that strategy would increase the logistical concerns significantly, and we
depend on local community leads to help shoulder that extra organizing and
logistical burden.

If we're lucky, our speakers and workshop leads who need funding will get
covered, without which there wouldn't be enough content to build a
conference around. Funding for non-speaking attendees is always scarce, and
the best way to scale that would be to scale our number of sponsors, and
we're getting towards the end of the window of time for that this year.

It breaks my heart that we cannot bring every single amazing contributor to
Flock, and the planning team is doing the best we can to stretch the budget
as far as we can to include as many people as possible, I swear. Thank you
to the local leads and volunteers helping us figure this out.

Looking Forward,
--RemyD.

>  - --
>  Rgds,
>  Tuan
> >  -----BEGIN PGP SIGNATURE-----
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>  _______________________________________________
>  flock-planning mailing list
>  flock-planning(a)lists.fedoraproject.org
>  
https://lists.fedoraproject.org/admin/lists/[e-mail]...

[S.Kemter]

Hi,

2016-06-20 9:17 GMT+07:00 Remy DeCausemaker <decause(a)redhat.com&gt;:

>  On Jun 18, 2016 23:49, "Truong Anh Tuan" <tuanta(a)iwayvietnam.com&gt; wrote:
>  >
>  > -----BEGIN PGP SIGNED MESSAGE-----
>  > Hash: SHA1
>
>  >
>  > On 06/17/2016 10:16 PM, Stephen Gallagher wrote:
>  > > On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>  > >> Hi All,
>  > >>
>  > >> Rafal, Filip and I have been working hard on the evening
>  > >> activities.
>  > >>
>  > >> The current proposal is the following:
>  > >>
>  > >> 2 August - Game Night at the Hotel and a City Tour 3 August - 3
>  > >> hour dinner cruise (200 ppl) 4 August - Buffet Dinner and Beer
>  > >> tasting at Browar Lubicz
>  > >>
>  > >> We would like to hear you feedback on these?  Do we need all
>  > >> three evenings to have an activity?  Essentially we have a
>  > >> choice.  If we cancel either the cruise or the brewery we can
>  > >> shift 6-8 thousand dollars ($6000 - $8000) into the travel
>  > >> subsidy budget.  Would you rather have one activity and a
>  > >> greater subsidy budget or 2 activities?
>  > >
>  > > Let's assume for the moment that we made the upper end of that
>  > > ($8000) into a travel subsidy. Do we have numbers on the average
>  > > cost of a subsidy? Would this enable us to subsidize five
>  > > additional travelers? Ten? Twenty? I think that makes a difference.
>  > > If it enables us to get a lot more people to the conference who
>  > > would like to attend, then there's real value in that. However, if
>  > > cost of travel and lodging is so high that it's a minimal
>  > > difference (say, five or fewer additional subsidies), then it's
>  > > probably worth it to keep the activities instead.
>  >
>  > Attending Flock is always a really nice experience so we should try
>  > our best to give more chances to more people.
>
>  We are allocating around *half* of the budget to getting people to the
>  conference as it is, which I'd say is more than ample.
>
>  > With approx. 1k per person, we can give chances to 6-8 additional
>  > active contributors allover the world.
>
>  Though this may be true, this is why we hold and sponsor major regional
>  events around the world. To put it in perspective, that is nearly *half*
>  the budget of an entire FUDCon APAC, up to 80% of a FUDCon LATAM, or enough
>  budget potentially for two reasonably sized FADs. Or we can get half a
>  dozen people travel to Flock.
>  
Remy, may I remind you at this point that we reserved 4k in the regional
budget. We have to find a way how to deal with it, so far APAC community
has not talked about how to distribute it. The best I think at this point
is that we pay the hotel out of that for the APAC speakers. What you think?

>  Flock is meant to be the EMEA/NA Fedora regional event, and there
> are
>  FUDCon events in APAC and LATAM for those regions. We alternate the
>  location of Flock to help *reduce* the highest costs, travel.
>
>  We go through this conversation every year. Flying the entire community
>  into one location is not the most cost effective regional strategy. We
>  think strategically and carefully about the guidelines used to allocate the
>  limited amount of travel funding available. We have run some rough numbers
>  on merging the FUDCon budgets with the Flock budget, and have concluded
>  that it wouldn't be as cost-effective as running multiple events regionally.
>
>  If folks want to create a bid or proposal for one gigantic global
>  conference in 2017, then by all means, post it to the wiki, but know that
>  that strategy would increase the logistical concerns significantly, and we
>  depend on local community leads to help shoulder that extra organizing and
>  logistical burden.
>
>  If we're lucky, our speakers and workshop leads who need funding will get
>  covered, without which there wouldn't be enough content to build a
>  conference around. Funding for non-speaking attendees is always scarce, and
>  the best way to scale that would be to scale our number of sponsors, and
>  we're getting towards the end of the window of time for that this year.
>
>  It breaks my heart that we cannot bring every single amazing contributor
>  to Flock, and the planning team is doing the best we can to stretch the
>  budget as far as we can to include as many people as possible, I swear.
>  Thank you to the local leads and volunteers helping us figure this out.
>
>  Looking Forward,
>  --RemyD.
>
>  > - --
>  > Rgds,
>  > Tuan
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>  >
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>  >
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>
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>  

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APAC reserved budget for Flock 2016

[Truong Anh Tuan]

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On 06/20/2016 10:28 AM, S.Kemter wrote:
>  
> > Remy, may I remind you at this point that we reserved 4k in the
> > regional budget. We have to find a way how to deal with it, so
> > far APAC community has not talked about how to distribute it. The
> > best I think at this point is that we pay the hotel out of that
> > for the APAC speakers. What you think? 
We placed 4k for Flock in APAC annual budget plan [1]. However, the
final approved budget for APAC is $11,500 only [2].
We are spending around $2,000-$2,500 for swag and media so the left
budget (approved) for events support is around $9,000-$9,500 = 1/3
estimated budget ($28,525).

Therefore, allocated budget for each event in our scheduled event list
should be decreased to 1/3 => budget for Flock (in APAC budget) should
be about $1,333.

It is just a reminder for us to spend it wisely.

- -- 
Rgds,
Tuan

[1] https://fedoraproject.org/wiki/FAD_Singapore_2015/Events#FY17
[2] https://budget.fedoraproject.org/
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