#47 APPROVED : Budget Fedora 18 Release Party - Klaten, Indonesia
Closed: Fixed None Opened 6 years ago by arifiauo.

As usual, to celebrate the release of Fedora 18 (Spherical Cow). The last release I had a party in another town. This release will be meaningful to Klaten because we are also planning to establish a regional community Klaten. Gifts will also be distributed to participants free of charge to attract more people for coming. Target participants are the general public and students. I will spread the ads in schools and Internet cafes. I estimate the number of participants 50.

[https://fedoraproject.org/wiki/Release_Party_F18_Klaten Fedora 18 Release Party - Klaten]

Detailed Cost Breakup
||=Description=||=Quantity=||=Amount=||
||Flashdisk 4GB|| 2|| US $23||
||infoLINUX Magz|| 2|| US $10||
||Fedora Towel|| 1|| US $8||
||Stickers|| 50|| US $12||
||DVD Media|| 50|| US $74||
||Ads and Backwall|| 1|| US $29||
||Venue|| 1|| US $33||
||Drinks and Foods|| 50|| US $82||
||'''TOTAL'''|| -|| '''US $271'''||


Your idea is good. What is Fedora Towel? :)
Since the request is over USD 200 it requires approval of the regional community. Please do attend the next APAC meeting so that we can go through this request and get it approved.

Have a nice release party !

Replying to [comment:1 bckurera]:

Your idea is good. What is Fedora Towel? :)
Fedora Towel is a blue towel and lettered word "Fedora Project" or maybe "F18 Spherical Cow" in the middle. Why a towel? So anyone could use. If I make a polo shirt as a gift, I need to think about size when I do not know who will get it.
Since the request is over USD 200 it requires approval of the regional community. Please do attend the next APAC meeting so that we can go through this request and get it approved.

Have a nice release party !
Thank you. I will come to the meeting :)

Arif, I have a concern here. I think fedora towel is odd. As FAm we need to think of the Fedora brand while promoting it. There are things that can carry our branding and there are things we do not want our branding at all. This depends on the culture as well.

Why dont we use other alternatives that all can use. Like fedora baseball cap or stationeries. Will discuss this in the meeting may be others may have another perspective. But I dont like to use fedora branding on a towel.

On the other hand things that normally we do not produced should be approved. Therefore if you really want to produce fedora towel you need to contact the board or fedora legal and seek approval.

But I really like the way you think, we need to promote the project using give-aways. That is a must. Thank you

Replying to [comment:3 bckurera]:

Arif, I have a concern here. I think fedora towel is odd. As FAm we need to think of the Fedora brand while promoting it. There are things that can carry our branding and there are things we do not want our branding at all. This depends on the culture as well.

Why dont we use other alternatives that all can use. Like fedora baseball cap or stationeries. Will discuss this in the meeting may be others may have another perspective. But I dont like to use fedora branding on a towel.

On the other hand things that normally we do not produced should be approved. Therefore if you really want to produce fedora towel you need to contact the board or fedora legal and seek approval.

But I really like the way you think, we need to promote the project using give-aways. That is a must. Thank you
Buddhika, I am very grateful for your concern. In addition, there was no official design for towels and It will only be used in the bathroom :). As this relates to the use of the Fedora brand, I chose to make the familiar produce. In its place, I am considering about T-Shirt, because t-shirts can be worn anywhere and there is existing artwork design. Maybe I'll make L size, that size is average for Indonesian people.
What do you think?

Regards

Replying to [comment:4 arifiauo]:

Replying to [comment:3 bckurera]:

Arif, I have a concern here. I think fedora towel is odd. As FAm we need to think of the Fedora brand while promoting it. There are things that can carry our branding and there are things we do not want our branding at all. This depends on the culture as well.

Why dont we use other alternatives that all can use. Like fedora baseball cap or stationeries. Will discuss this in the meeting may be others may have another perspective. But I dont like to use fedora branding on a towel.

On the other hand things that normally we do not produced should be approved. Therefore if you really want to produce fedora towel you need to contact the board or fedora legal and seek approval.

But I really like the way you think, we need to promote the project using give-aways. That is a must. Thank you
Buddhika, I am very grateful for your concern. In addition, there was no official design for towels and It will only be used in the bathroom :). As this relates to the use of the Fedora brand, I chose to make the familiar produce. In its place, I am considering about T-Shirt, because t-shirts can be worn anywhere and there is existing artwork design. Maybe I'll make L size, that size is average for Indonesian people.
What do you think?

Regards

Yep, I agreed with bckurera, considered towels only be located in private area (such as bathroom), why just don't change it with our fedora-id Polo T-Shirt?

I really like Arif idea because we need some different approaches. But it should be ok with our branding. What about baseball caps. Further think creative we can have some new things. That is good.

Replying to [comment:5 jurankdankkal]:

Yep, I agreed with bckurera, considered towels only be located in private area (such as bathroom), why just don't change it with our fedora-id Polo T-Shirt?
In my opinion, Polo-shirt can not be printed as well as T-shirts and more for existing contributors. We need something with attractive design for newcomers. Anyway, thank you for your attention.

Replying to [comment:6 bckurera]:

I really like Arif idea because we need some different approaches. But it should be ok with our branding. What about baseball caps. Further think creative we can have some new things. That is good.
I have trouble finding a store that sells baseball caps. Thank you for understanding how I think :)

After much consideration, here new detailed cost breakup
||=Description=||=Quantity=||=Amount=||
||Flashdisk 4GB|| 2|| US $23||
||infoLINUX Magz|| 2|| US $10||
||Fedora Splatter T-shirts|| 1|| US $11||
||Fedora Buttons|| 50|| US $22||
||DVD Media|| 50|| US $74||
||Ads and Backwall|| 1|| US $29||
||Venue|| 1|| US $33||
||Drinks and Foods|| 50|| US $82||
||'''TOTAL'''|| -|| '''US $284'''||

Hi,

Discussed at the APAC meeting on 2013-01-12. We voted +5/-0 for this. Reimbursement, as always is subject to reports/photos/receipts. Please add your event to the fedora events page and follow the guidelines as closely as possible.

XXX APPROVED XXX

If anyone has issues with this, please speak ASAP.

Thanks,
Ankur

Thank you for your support. I will attach the receipts as soon as I get it.

Regards,
Arifiauo

Fedora Buttons, Ads and Backwall
Mulfitex.pdf

I've uploaded the receipts. I will soon submit the report after the event. For reimbursement, this is my paypal account: arifiauo@gmail.com

Regards,
Arifiauo

Harish is a bit busy these days so please let a bit wait for him.

just changed owner to jsimon. hope he can help you, Arif.

accepted - i look forward to the report and reimburse as soon as the report is posted - arifiauo@… means @fedoraproject.org ?

Replying to [comment:14 jsimon]:

accepted - i look forward to the report and reimburse as soon as the report is posted - arifiauo@… means @fedoraproject.org ?
I've uploaded the receipts. Can I get reimbursement first? and then soon after the release party I'll post the report.

My paypal : arifiauo@gmail.com

notes for convertion by invoice

Amount Description
495.000 IDR Pins + Poster - multifex
1.110.000 IDR Food und Drinks @Pancingan 1000
105.000 IDR T-Shirt customdesign - intees
90.000 IDR Info Linux Magazin - kawruh
'''2.735.000 IDR''' '''Total'''

2.735.000 IDR makes 283,07 USD (converted by Oanda)to reimburse (as soon as the reports are transfered)

Arif, the date on the Food and Drink invoice "Pancingan1000.pdf" is 27.January - but today is the 24.January - why the date in the future?

Replying to [comment:16 jsimon]:

notes for convertion by invoice

Amount Description
495.000 IDR Pins + Poster - multifex
1.110.000 IDR Food und Drinks @Pancingan 1000
105.000 IDR T-Shirt customdesign - intees
90.000 IDR Info Linux Magazin - kawruh
'''2.735.000 IDR''' '''Total'''

2.735.000 IDR makes 283,07 USD (converted by Oanda)to reimburse (as soon as the reports are transfered)

Arif, the date on the Food and Drink invoice "Pancingan1000.pdf" is 27.January - but today is the 24.January - why the date in the future?

I have spent some of my money in preparation for the release party. Currently I need money for my personal needs. So it would be very helpful if reimbursement can be done immediately. In APAC usually reimbursement can be done after upload receipt, and then post the report soon after the release party.

I booked the place, so the future date is the day of release party. Caused by several factors, release party delay on 3 February.

[http://fedoraproject.org/wiki/Ambassadors/APAC/Reimbursement Reimbursements - APAC Region]

Frankly speaking I think this has gone over the top, even if it was approved by the APAC community. In the past, we usually paid up to USD 100 for a release event, sometimes even more. But USD 283 really seems a lot, FWIW this must be a month's salary for somebody in Indonesia. Please don't put yourself at such a risk for Fedora by paying so much money upfront. *'Reimbursement' implies, that you will get your money back after the event.

I think you are too ambitious and try to achieve too much. [https://fedoraproject.org/wiki/Release_Party_F17_Surakarta Last time] you ordered 50 stickers, DVDs, Live CDs and snacks for 50 people, but from [https://plus.google.com/photos/107840676910928314562/albums/5750050663201642129 the photos] it seems that only half of the people came.

Anyway, there is not much we can do now as you already spent your money. Jörg will reimburse you, but we ultimately need good event reports. Hope you have a successful event. Keep up your good work but please don't be overambitious.

Replying to [comment:18 cwickert]:

Frankly speaking I think this has gone over the top, even if it was approved by the APAC community. In the past, we usually paid up to USD 100 for a release event, sometimes even more. But USD 283 really seems a lot, FWIW this must be a month's salary for somebody in Indonesia. Please don't put yourself at such a risk for Fedora by paying so much money upfront. *'Reimbursement' implies, that you will get your money back after the event.

I think you are too ambitious and try to achieve too much. [https://fedoraproject.org/wiki/Release_Party_F17_Surakarta Last time] you ordered 50 stickers, DVDs, Live CDs and snacks for 50 people, but from [https://plus.google.com/photos/107840676910928314562/albums/5750050663201642129 the photos] it seems that only half of the people came.
Yes, it's true. but FYI because the release party F17 Surakarta people start to know about Fedora. Since then, I often help people recognize the Fedora Project and started using Fedora though not interested in being a contributor. The point is I do not judge the success of an event from the number of participants. But more on the impact of the event on the public.

Anyway, there is not much we can do now as you already spent your money. Jörg will reimburse you, but we ultimately need good event reports. Hope you have a successful event. Keep up your good work but please don't be overambitious.
I agree should improve the quality of every event that I planned and then give a good event report.

Last request, Let this time we make an exception. I got an immediate reimbursement and for next time, I will not engage in this kind of risk.

Kind regards, Arif

I agree that the success is not (only) to be measured by the number of participants, but it's not measured by the give-aways either.

And I think the F17 release party at Surakarta was a very good and professional event, but if you invest so much money and effort, you can easily be disappointed if not many people show up. So I suggest to make it a little less formal. If it's just 25 people, you probably don't need a microphone and video. Don't focus on equipment, focus on the fun of the event instead. If people have fun, they will come again and your event will grow.

As long as I know your are having a good event, I don't have a problem with spending money. But I don't want you risk anything or to be disappointed. Anyway, looking forward to your event report!

Replying to [comment:17 arifiauo]:

I have spent some of my money in preparation for the release party.

Currently we need to spend money first then waiting for reimbursement later.

Currently I need money for my personal needs. So it would be very helpful if reimbursement can be done immediately.

In the past, I felt into this similar situation too. At that time, I got an ambitious campaign to organize three release parties in three different cities in just about two weeks and I had to pay for around $1,000 upfront.

It sometimes happened. However, that would be much better for all of us to follow the common rules.

In APAC usually reimbursement can be done after upload receipt, and then post the report soon after the release party.

It's not correct, Arif. We always need event reports before reimbursements issued.

I myself have followed that all times like this and I see it's fine.
Personally, I think, It's just for making sure that finally the event happens and how successful it is as well. You know, We sometimes can not get some scheduled tasks done as planning.

So, please make it happen then post the event report.
We will continue to process this request then.

Well then, but now I want to say that, "forget for reimbursment my 283 USD and I'll never ask again". I see no tolerance here. Fedora 18 Release Party - Klaten, Indonesia canceled.

I apologize for everything and thank you for the support you've given.

Kind Regards, Arif

I think we have a misunderstanding here. Nobody said you should cancel the event or that you ran bad events in the past. There is no reason to not have this release event.

You said that it was possible to get reimbursements in the APAC region without event reports or receipts. This is not correct, we do at least need receipts. Event reports would be cool, but as you have already spend a big amount of money, you are in need for a reimbursement now and Jörg will reimburse you today.

We are not saying you should cancel your event, we only want to protect you from risky endeavors. Sometimes reimbursements take some time, for example because a people (like Harish) are busy. Jörg stepped in, but if his debit card was over the limit for this quarter, he would not be able to help you. I once spent ~ USD 4000 for two big events and it took months to get reimbursed. I know how hard this can be and therefor I wanted to warn and protect you. That's all.

Please don't take our well-meant advice as an offense.

Replying to [comment:23 cwickert]:

I think we have a misunderstanding here. Nobody said you should cancel the event or that you ran bad events in the past. There is no reason to not have this release event.

You said that it was possible to get reimbursements in the APAC region without event reports or receipts.
I did not say that. I want to say is, usually after we upload the receipts. Reimbursement can be done. Then after we finished the release party. We have to make a report.
This is not correct, we do at least need receipts.
Please see [https://fedorahosted.org/fedora-apac/ticket/47#comment:11 comment number 11]
Event reports would be cool,
Of course I will make a report after the release party.
but as you have already spend a big amount of money, you are in need for a reimbursement now and Jörg will reimburse you today.
Okey, I'll wait for reimbursement.

We are not saying you should cancel your event, we only want to protect you from risky endeavors. Sometimes reimbursements take some time, for example because a people (like Harish) are busy. Jörg stepped in, but if his debit card was over the limit for this quarter, he would not be able to help you. I once spent ~ USD 4000 for two big events and it took months to get reimbursed. I know how hard this can be and therefor I wanted to warn and protect you. That's all.

Please don't take our well-meant advice as an offense.
I understand, thank you.

seems paypal does not know you

arifiauo@fedoraproject.org

"With the details you have submitted we are unable to confirm that the recipient has registered with us. "

please again, clarify to comment [[comment:15]] so i can reimburse you soon

^^ is you paypal account arifiauo <at> fedoraproject.org?

so i used arifiauo <at> gmail.com which is the email you provided in FAS and which seems to work in paypal - please post a valid e-mail address here next time, so we know where to transfer the money - not just @... ;)

i wish you luck with your event - money should be available now in your paypal account

reimbursed!

please let this ticket open for posting the event report

Replying to [comment:27 jsimon]:

so i used arifiauo <at> gmail.com which is the email you provided in FAS and which seems to work in paypal - please post a valid e-mail address here next time, so we know where to transfer the money - not just @... ;)
I always write the complete email address. @ ... can be seen through a notification in your email. I think trac automatically change my email address to be that way for safety reasons. ;)

i wish you luck with your event - money should be available now in your paypal account

reimbursed!
Yes, I confirm that I have received the money.

please let this ticket open for posting the event report
Yes, sure.

Kind regards, Arif

Thanks for organizing and hosting the party and for the detailed event report and the photos. Seems your audience was bigger this time. Very well done!

One minor thing though: Please consider a more generic banner next time, something that does not contain the release (Sperical cow) and the location (Klaten). I think we have some designs in the wiki.

Replying to [comment:31 cwickert]:

Thanks for organizing and hosting the party and for the detailed event report and the photos. Seems your audience was bigger this time. Very well done!
Yes, thanks for your support :)

One minor thing though: Please consider a more generic banner next time, something that does not contain the release (Sperical cow) and the location (Klaten). I think we have some designs in the wiki.
Yes, sure. I appreciate it.

Metadata Update from @arifiauo:
- Issue assigned to arifiauo
- Issue tagged with: approved, meeting

2 years ago

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