#45 Sponsorship/Funding for FAD EMEA BUDAPEST 2015
Closed: Fixed None Opened 8 years ago by rgeri77.

In this year we would like to organise, and run for FAD EMEA BUD 2015. We have made our calculations, and we have the venue places, but we require full funding/cover for food and hotel costs. NOT REIMBURSEMENT. More about the details can be found at here: ​
Wiki: https://fedoraproject.org/wiki/FAD_Budapest_2015_bid. The event is planned to be held at 2015. nov. 27-29.

Budget sheet : https://docs.google.com/spreadsheets/d/1wl5YcHQOlcM6BeRludN9eq1iTKkbfp2HICg1n1nbfQY/edit#gid=0

We have less and less time to have confirmation for the venues, and the current date that we can hold the offers are 2015 oct. 25. After this date the hotel cancel the reservation, and give other price (I guess expensive), so as the conference room owner.


but we require full funding/cover for food and hotel costs. NOT REIMBURSEMENT.

Capital letters or not, I'm not sure that's something we're just plain practically able to do. Is there a fallback plan?

We build up this event focused to the nearest locations between Hotel, Conference hall, social event, restaurant and possibly sight seeing of the city. Here you can check the map:

http://kepfeltoltes.hu/view/151019/fad_map01b_www.kepfeltoltes.hu_.jpg

We can look other solutions (fallback, backup plan) but possibly we cannot get better or the same places, and will be expensive because the short time.

So, as I understand it, you're asking for the food and hotel costs to be paid up front, presumably by someone from Red Hat / OSAS?

I can't open budget sheet. All the budget information should be added on the FAD wiki page and it should be visible to all. Also event is for 2 days or 3 days? I see Agenda for 28th and 29th Nov only.

Wait, Laser Squad Arena? 500€ for lunch during "Budapest sightseeing"?

Hello. I started to update the Budget sheet:

  1. I will ask Zoltan about the last day 500EUR ? I dont know either. For last day we plan snack food, fast food.
  2. I can get a projector, so we can cut off that price (310EUR)

Laser Squad arena will be on Saturday night, after the conference.
Budapest sightseeing is optional and will be on Sunday, like the Szechenyi bath.Its self paid.

Here is the short schedule:

Friday - Arrive - Sir Lancelot Restaurant social event
Saturday - Conference in the Gundel with snack food + lunch + dinner. Social event is the Laser Squad Arena
Sunday - Sightseeing or Szechenyi bath. Self paid.

Thanks
RGeri77

I'm slightly confused on a couple of items here.

1) Why wasn't this done at Flock this year, which is the primary conference for NA and EMEA? (I honestly don't know, so it is a simple question.)

2) I'm not sure spending Fedora budget on a social event for a FAD, which typically are limited and scoped in nature, is really appropriate. That might be something the regional ambassadors can pay for out of their allocation for the quarter.

3) Why was this presented to the Council with such short notice and with such a tight deadline? That would seem to reduce the odds of getting approval.

4) When Matt said "we might not be able to do" above, he was referring to paying up front. Normally OSAS requires purchase orders or regional credit card refunds per their accounting rules.

I dont know how is it worked in the past years. This might be the first FAD at Budapest organizing by the Hungarian Fedora Community. I dont know the exact steps,power relations, we are greenhorn and We need help.
The only person who gave help us is Gerold. Unfortunatelly Joerg cant help because personal reasons.

And for me, These bits are not unreasonable:
hotel: 1400€ (700€ per day)
equipment: 310€
coffee: 392€
day 3 sight seeing, lunch 500€ (or use the money for meal on day 2)

totaling ~2600 eur so far, but...

I think other items need further justification (as mentioned by others already), in particular:
day 2 dinner: 1400€ (50€ per person)
day 2 laser squad: 448€

rdieter:
Lets look at the right side of the sheet. There is a per person price. 50EUR / double room (2person) / night. We dont know the exact attendee number. If we calculate with double room, then we need ( 14 x 50 ) x 2 night.
Equipment, as I wrote I can get the stuffs from my companies. We can cut this off to zero.
Coffee, tea, thats it.
Day 3, I dont know the 500EUR. I need to ask Zoltan.

Day 2, Laser Squad game 3490HUF + tax(16EUR inc. tax) / person / 2 hours. 16 * 28 person

If anyone need the offer from the companies We can send it in email!

To be clear, I believe the hesitation on the Laser Squad game is not the quoted price for the game. It is the fact that funds are being requested for it at all. As I said earlier, social events of this nature for a FAD are not something we've typically funded through the main Fedora budget. If the regional ambassadors are not willing to pay for that event through their local budget, it might be best to drop it entirely.

I agree with Josh; a FAD isn't meant to be a mini-conference — we have Flock and FUDCon for that. It's to help people to get people together to hack on things. A small social event (dinner, usually) is totally reasonable, as is lunch during the day.

I know EMEA does a planning FAD annually, and as we noted in the last council meeting, this is the region where the budget process is working most smoothly, and those things probably aren't disconnected. If this process, including bonding over laser tag, is the best way to get results in line with the mission of the Ambassadors, okay, but I'd rather see that attached to the regional budget, so we can all consider the results as a whole.

Replying to [comment:12 mattdm]:

I agree with Josh; a FAD isn't meant to be a mini-conference — we have Flock and FUDCon for that. It's to help people to get people together to hack on things. A small social event (dinner, usually) is totally reasonable, as is lunch during the day.

Agreed -- the concept of the FAD has always been to concentrate on concrete work. It's different from a wide-ranging conference. A FAD focuses on project work involving people who, for the most part, regularly collaborate together. Originally they were designed to bring people together within a close geographic area, to keep costs down. Nowadays we have quite a lot of collaborators from different regions so that's harder to do. But we should always be looking to keep costs reasonable.

It's quite reasonable to have the project foot the bill for some cheap group lunches (pizza, sandwiches, whatever is customary in the region), as well as a social dinner. Entertainment should be at the travelers' discretion and cost. That's not unreasonable considering how much is being spent to bring people together and keep them fed and lodged.

I think it's better to shut down all movements, and planning according FAD EMEA BUD 2015. We regional ambassadors are unable to cover financially the event, and we are very close to the date to get approx. 70% penality over the booking. Next year I think we gonna plan it better to get funding, and possibly planning. We have decided to send cancel mails around the requested booking places, so sorry for the inconvenience. Maybe it would be wise to turn this FAD EMEA into an hangout session...

I confirm, FAD 2015 for this year canceled because the reasons of Zoltan mentioned.

Thanks for the update.

I want to support the EMEA ambassadors in a) planning and b) working together as a group. So I'm generally in favor of having this kind of FAD, including social events. But I want to be able to say with a straight face that this money all went to benefit Fedora. I want to be able to demonstrate the direct, positive impact, which is the only way we'll be able to ask for more, ever. And I want to be fair to the other regions as well. As we discussed on our previous phone call, EMEA has generally been very good about budget, and I'm sure that this FAD is part of that.

But, given that the budget allocation is already underway and we won't have results until early next year, there isn't pressure to do this in a rush.

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