#23 Site rental expense for Fedora 17 release party in Taiwan

Created 5 years ago by zerng07
Modified 9 months ago

I booked ''Black Cat Moon Snake Coffee'' which provides a projector on 20th, May.

I have to confirm it again with the coffee shop keeper before the end of April, and pay some part or all of the expense to make sure I will do as what I say. (PS. A local rule in Taiwan.)

The capacity of the room having the projector is 25 persons.
It cost 5000 TWD (170 USD) for every 2 hours, and we can use this 5000 TWD to buy some cakes and drinks for each attendee.
The total fee of the cakes and drinks cannot be more than 5000 TWD.

I plan to have a three-hour-long release party, so it should cost 7500 TWD.
But the cafe keeper said that she can give us the last hour for free.

In the end, the rental expense of the site is 5000 TWD (170USD) for 3 hours, while we will have about 200 TWD (6.8 USD) quota for each attendee to order some cakes or cofee.

Frankly, it is quite hard to find a place having a projector and willing to host this event in Taichung city. The other one I found is going to host a exhibition for an artist. We cannot use that place although it can host about 50-60 people with no chairs provided.

The link of event wiki page: https://fedoraproject.org/wiki/Release_Party_F17_Taichung

The prior ticket: https://fedorahosted.org/fedora-apac/ticket/19

Attachments

Hi Cheng-Chia Tseng,

Ticket would be reviewed in the next APAC meeting [1].
Please attend to discuss on and answer the questions as well.

Rgds,
Tuan

[1] https://fedoraproject.org/wiki/Ambassadors/Meetings#Next_Meeting

I have a course in my school on 9:00-12:00 (GMT+8) that day. I will try to buy lunch and take it to go back my home as soon as possible. And so is next Saturday.

Might be late or not be able to attend that meeting. :S

Are you able to use a university location for this? Just asking.

harish

There are around 3 universities in Taichung city. The nearest one is Chun Shen Medical University which I am studying in.

The renting time is fixed to 4 hours, 8:00—12:00, 13:30—17:30 and 18:00—22:00. The fee is 3000TWD (102 USD) every 4 fours. The average capacity of the room we can rent is about 70 persons. That is kind of too many seats while we fedora community in Taiwan is quite small now. The university does not guarantee the equipment including a projector or not in each classroom, just depending on the real state of the room.

The most difficult part is : You have to attach a official document for the renting (like the one when you deal some issues with your government), the approving documents from Office of Academic Affairs, Office of Student Affairs, and Office of General Affairs. You have to fill up a application form, and wait for your application to pass the examine on the University Affair Meeting. Finally, you can pay the renting fee. But you have to finish all the work at least one week before the event.

Besides, the Application Form is kind of hard to fill. It asks application units to write down Unified Business Number, Business Telephone and Business Address, then paste a copy of Business Registration Certificate and the personal ID of application person. I don't know much about how to get those information for fedora project.

Regardless of the difficult application requirements, hosting a release party in the classroom may be like a class of fedora 17 more the a release party in my opinion.

It makes sense to us more. Thanks!
Any more questions?

I think we should have final decision for this case in the next meeting.

The latest news:

Fedora 17 release date has postponed to 5/22, so I told the coffee shop keeper the event date will changed from 5/20 to 5/27 14:00-17:00 a few days ago.

When I told this information to a friend using Fedora, he was surprised that the new date was the same as Firefox 12 Ubuntu.04 Release Party (cohosted by Firefox and Ubuntu community, date 5/27 14:00-18:00), and the location is also hosted in Taichung city. They have announced this information in Firefox and Ubuntu local mailing list.

I don't want to change the event date to be later days, because it is kind of near my Final Exam week.

I don't think it is good to be at the same date and the same time. People love free software and lurk around on local events are about 80% the same faces no matter it is about Firefox, Ubuntu or Fedora in Taiwan. It is likely loose many potential attendees, and not polite to Firefox 12 Ubuntu .04 Release Party arrangers.

I emailed the arrangers of Firefox 12 Ubuntu .04 Release Party to sort out this situation I met and to discuss with them. The common view we met is that Fedora 17 Release Party can be changed to morning 9:00-12:00 or evening 19:00-22:00 to let people come from other cities can attend two release party at the same day.

I contacted the coffee shop keeper this afternoon to see if the morning or evening is available for the F17 Release Party. She replied that they are not open in the morning, but she can open for us as long as we pay 1000 TWD (34 USD) more for the staff working in the morning. The evening time is available too.

The pros of the morning time:
1. people come from other cities will be free of being too late (around 23:00-24:00) to arrive home. Night is always dangerous.
2. people who want to attend two release parties will have enough time to eat lunch and take a break around 12:00-14:00 instead of trying hard to be on time from Ubuntu and Firefox one to Fedora one (it is rush time since 16:30 to 18:30, one hour might not be enough for them to get on the bus and arrive).

The cons of the morning time:
1. we have to pay total 6000TWD (204USD). However, it is still less expansive than how it should cost (5000 TWD [170 USD] for every 2 hours => 7500 TWD [255 USD] for 3 hours).
2. people who come from other cities have to get up early while they don't regularly.

The pros of the evening time:
1. people don't have to get up early. :)
2. the cost is the same as original one. we don't have to pay extra money for the staff to work at morning.

The cons of the evening time:
1. people come from other cities have to leave earlier before the event is over to avoid being too late to arrive home. Safety is always the best policy.
2. people attend two parties might be late for Fedora 17 Release Party.

I am requesting for some advice. It is good to hear some for me to decide which one is better. :)

Replying to [comment:7 zerng07]:

When I told this information to a friend using Fedora, he was surprised that the new date was the same as Firefox 12 Ubuntu.04 Release Party (cohosted by Firefox and Ubuntu community, date 5/27 14:00-18:00), and the location is also hosted in Taichung city. They have announced this information in Firefox and Ubuntu local mailing list.

I don't want to change the event date to be later days, because it is kind of near my Final Exam week.

I don't think it is good to be at the same date and the same time. People love free software and lurk around on local events are about 80% the same faces no matter it is about Firefox, Ubuntu or Fedora in Taiwan. It is likely loose many potential attendees, and not polite to Firefox 12 Ubuntu .04 Release Party arrangers.

I emailed the arrangers of Firefox 12 Ubuntu .04 Release Party to sort out this situation I met and to discuss with them. The common view we met is that Fedora 17 Release Party can be changed to morning 9:00-12:00 or evening 19:00-22:00 to let people come from other cities can attend two release party at the same day.

Firefox and Ubuntu can join together, why doesn't Fedora can join too?

I think it's best to join together with them to have a bigger FOSS event. In that, Fedora could have some slots beside Firefox and Ubuntu ones.
We are all FOSS community so I think it's not difficult to arrange everything. That way would solve all your issues about morning or evening; and save extra money as well.

Regards,
Tuan

Firefox and Ubuntu can join together, why doesn't Fedora can join too?
Yeah, I have talked to them if this is a option.

The problem is that they have set up their sharing topics, and the place they booked does have one projector.
So If Fedora wants to get in, we arrangers have to split 4 hours into 3 parts. The schedule they planned has to be redo. It is not easy for them to communicate with those who has been invited to share on Ubuntu + Firefox release party, and hard to reallocate the time. Furthermore, their event name has been set as "Firefox 12 Ubuntu .04 Release Party" and been published. The arrangers don't think it is convenient to change that to accommodate for Fedora.

This suggestion has been rejected by the arranger who had booked the event location for Firefox and Ubuntu RP. The common view is that we have to host in different time to avoid loosing potential attendees.

I will discuss with the planners of Ubuntu + Firefox Release Party again.

If they still think it is hard to change their schedules and location for hosting 3 release parties together, I would like to postpone Fedora Release Party 17 to another one week later, as to 6/3 (Sun) 14:00-17:00 GMT+8, and host on the same place, Black Cat Moon Snake Coffee.

Today, the planner of Ubuntu + Firefox Release Party replied:

"The official declaration is that it is impossible to host together, because we have finished our procedures for a period that we cannot simply change anything. Hope you can understand what the situation we are in. By the way, we invite you to join our release party sincerely. If you need any help on Fedora 17 release party, don't hesitate to ask us for help. We would love to help you. Hope that we can have a good cooperation in the near future."

So I will do a survey to see if 6/3 is good or not for people who would like to join these days.

It is decided 6/3 now.

Thanks to Harish, I received help from Red Hat Taiwan. They found a place in TungHai University. The price of the meeting room is 3500 TWD plus 10% on weekends for 26 persons, and 500TWD more to rent the projector. So the total price is 4350 TWD (150 USD).

TungHai University is quite far from my location, I have to ride a scooter about 40 minutes to get there. The distance from Taichung Train Station to TungHai (11.1km) is further than Black Cat Moon Snake Coffee (4.3km). People from other cities have to pay for other transportation methods to get TungHai. Taichung city provides a free service for people to take a bus in 8km.

The capacity of Black Cat Moon Snake Coffee the projector is 25 persons. The total fee of the cakes and drinks cannot be more than 5000 TWD. We will have about 200 TWD (6.8 USD) quota for each attendee to order some cakes or cofee.


Place comparison

TungHai University[[BR]]
Total fee: 4350 TWD (150 USD)[[BR]]
Capacity: 26 persons[[BR]]
Food: none[[BR]]
Distance from Taichung Train Station: 11.1 km (far, people have to pay more money for bus...etc)

Black Cat Moon Snake Coffee[[BR]]
Total fee: 5000 TWD (170 USD)[[BR]]
Capacity: 25 persons[[BR]]
Food: each attendee can have about 200 TWD (6.8 USD) quota to order some cakes or cofee. [[BR]]
Distance from Taichung Train Station: 4.3 km (near, people can take a bus for free in 8km)

I will choose Black Cat Moon Snake Cofee as the event hosting site.

I think this is OK to proceed.

Harish

This is approved on 2012-04-28 meeting[1]

I am removing the 'meeting' keyword since the request is approved. Please attach the receipts here and contact Harish for the reimbursement.

If you want to discuss this ticket again in APAC meetings please add the 'meeting' keyword.

[1] http://meetbot.fedoraproject.org/fedora-meeting/2012-04-28/apac.2012-04-28-04.02.log.html#l-424

The scan file of site rental receipt
site-rental_receipt_scan.jpeg

the translation file of site rental receipt
site-rental_receipt_translation.odt

I have uploaded the scan file and translated document for the site rental receipt.

The photos and articles about the event will be published and written soon! :) I will update wiki for that.

I have assigned the ticket to Harish, please contact him for the rest of the work, reimbursements. Dont forget to attach reports and photos when the event is happened. Thanks for your effort.

Is there any update on this ticket? Still waiting for the reimbursement, if so please do contact Harish via email. If not please confirm the received amount and close the ticket.

I have not gotten the reimbursement yet, I will send Harish a mail today.[[BR]]
bckurera, thank you for your reminding. :)

I have sent a mail to Harish on 7/7, and now is waiting for the reimbursement.

My Paypal account mail is pswo10680 AT hotmail Dot com

Paid via paypal. Please check and close this ticket.

I haven't seen the reimbursement in my Paypal account... Quite odd.

just checked. it shows that the payment is waiting to be accepted. please check again.

harish

Thanks, I have received.

9 months ago

Metadata Update from @zerng07:
- Issue assigned to harishpillay
- Issue tagged with: clarification, needed

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