#97 APPROVED: Funding Request for event infra/swag/snacks/miscellaenous tidbits at FOSSASIA 2014
Closed: Fixed None by mariobehling. Opened 4 years ago by mariobehling.

We are planning a Fedora Meet up during FOSSASIA 2014 ( ​​http://fossasia.org/) to bring Fedora ambassadors in the region together and support the growth of the community. We request support for funding the meetup. The event will take place in Phnom Phen, Cambodia from 28th of February to 2nd of March 2014. Five Fedora Ambassadors have already confirmed their participation. Sirko Kemter will also join us from Europe speaking about Fedora Design Suite. Fedora parties during previous FOSSASIA events were a big success and we hope to repeat it in Phnom Penh (​http://pierros.papadeas.gr/?p=186).

Estimated costs for the meetup are 900USD. We already secured sponsorship for the venue and do not need funding for the space, but currently we are not able to cover the sound system, projectors and a t-shirts without support. We would be happy to get the sponsorship of Fedora. A detailed description of expenses is in the wiki at ​https://fedoraproject.org/wiki/FOSSASIA_2014.


Kushal Das also plans to join. So, we have 6 Ambassadors now, who will come.

Is there a reason this event hasn't yet been announced on any of the lists? What if more people want to join in? The community isn't aware of this event yet.

Yes, absolutely! Could you help to spread the message, please? We would appreciate it very much.

I added the Call for Speakers to the Wiki. You can copy that: https://fedoraproject.org/wiki/FOSSASIA_2014#Spread_the_Word

Mario,

We'll need you to attend the next apac meeting before we can decide on this ticket. We had one today but we couldn't decide because we didn't have enough information as we'd like.

Please keep a look out for the next apac meeting and attend it. I'll try and drop you a reminder.

Thanks,
Ankur

Hi, thank you for the comment. I had work today and could not participate. Sorry about that. There was a meeting two weeks ago, but unfortunately, there were not enough attendants. So, yes, would be great to have a meeting about details in two weeks. Could you put up a few questions here, that we could address beforehand already? I would appreciate that.

Hi Mario,

I'm sorry I didn't send you a reminder. I was too busy with my holidays and just managed to attend the meeting myself. Tentatively, you have my vote for this ticket. I just need to confirm a thing or two before I "officially" provide my +1:

  • From the info that has been provided, I'm not sure if this money being requested for the Fedora meet up, or to handle the tasks at the event, as event sponsorship. Your description says:

{{{
We are planning a Fedora Meet up during FOSSASIA 2014 ( ​​​http://fossasia.org/) to bring Fedora
ambassadors in the region together and support the growth of the community. We request support for
funding the meetup

....

We already secured sponsorship for the venue and do not need funding for the space, but currently we
are not able to cover the sound system, projectors and a t-shirts without support. We would be happy
to get the sponsorship of Fedora. A detailed description of expenses is in the wiki at ​​
https://fedoraproject.org/wiki/FOSSASIA_2014.
}}}

The Fedora meet up actually just needs a hack room, I'd think (I don't see any fedora ambassadors taking a session that's only for the other fedora ambassadors. Everyone is taking end-user oriented sessions). The attendees' travel and stay is to be sponsored by the community itself as you can see from other trac tickets. So, I'm unable to clearly decide if this money is being used for the meet up, or to cover the sundry expenses at the event: food/artwork/swag/infrastructure? Or are these things only for the fedora hack room? If they are to be used for general event usage, the ticket is more a normal event sponsorship request and should be modified to say: "FOSSASIA 2014 event sponsorship request", rather than the current "Funding request for Fedora meet up". Tuan has sent us the budget update, and we have enough funds to easily sponsor this event. Some of the people travelling will be anyway carrying swag themselves, and all of this will also be given away to people there. Basically, I'm just trying to understand why you haven't just asked if Fedora could officially sponsor the event as an "organizing partner"? I hope you understand why I'm confused.

  • Would it be possible to provide more time related details about the Fedora track? The event spans a few days. Would the Fedora track run on one specific day? Or, do you intend to spread the Fedora talks throughout the event, by having a few on each day? Each have their benefits. Having all major Fedora sessions on one day would mean people looking for specific Fedora related talks could make that day a higher priority, specially people who may be travelling (like me). Having them spread out would mean that people could come and learn a little each day, and clarify their queries the next day.

I'd have preferred to discuss this over at another meeting, but keeping the time critical nature of the ticket, we decided to do it here on the ticket.

Thanks[[BR]]
Warm regards[[BR]]
Ankur

Hello Ankur, thank you for your questions. Please see my answers below. [[BR]]
All the best from the Mekong-Delta, Mario.[[BR]][[BR]]

I'm unable to clearly decide if this money is being used for the meet up, or to cover the sundry expenses at the event: food/artwork/swag/infrastructure? Or are these things only for the fedora hack room?[[BR]]

Yes, you got a point there as I also put in items that are for the event in general. The idea was to have a Fedora meet up at the event. Then also some funding questions came up and we wanted to ask the Fedora community if it would be possible to take over some parts of the budget, that are related to the meetup and presentations. I guess I should have thought about another heading.

Some items are not essential for Fedora e.g. cables, but we need them (and there is much more what we need to cover). So, it would be great, if we could have them in this budget even though the heading was "Fedora meet up".
I put up all items in the table for transparency and talked to a few people in the community personally beforehand, who at that time told me it makes sense.

But, yes, it is true, that budget items are shared, e.g. the sound system and therefore "Sponsorship request" should be a better description.

With the funding we will put up Fedora as a sponsor of course. If you want to go through the sponsorship items one by one or would prefer to take some out, which you are not close enough to the Fedora part, please let me know. I would appreciate your input. I think it would be a good idea to get more feedback on how we can maximize the use of funds.[[BR]][[BR]]

Would the Fedora track run on one specific day? Or, do you intend to spread the Fedora talks throughout the event, by having a few on each day? [[BR]]

Yes, the Fedora track will be on a specific day, that will be the Saturday. On Friday we will also have introductory talks about Fedora in the big hall and a hack room, where we can meet with interested students. On Sunday there will be a hackfest as you can see in the wiki Tuan, Sirko and Kushal will be doing a kind of guided tour into Fedora project.

If you only have one or two days to come, I suggest you give a talk on Friday (Feb 28) or Saturday (March 1).

Replying to [comment:8 mariobehling]:

Hello Ankur, thank you for your questions. Please see my answers below. [[BR]]
All the best from the Mekong-Delta, Mario.[[BR]][[BR]]

Hi Mario,

Thank you for your quick response. We'll get this moving asap.

I'm unable to clearly decide if this money is being used for the meet up, or to cover the sundry expenses at the event: food/artwork/swag/infrastructure? Or are these things only for the fedora hack room?[[BR]]

Yes, you got a point there as I also put in items that are for the event in general. The idea was to have a Fedora meet up at the event. Then also some funding questions came up and we wanted to ask the Fedora community if it would be possible to take over some parts of the budget, that are related to the meetup and presentations. I guess I should have thought about another heading.

Some items are not essential for Fedora e.g. cables, but we need them (and there is much more what we need to cover). So, it would be great, if we could have them in this budget even though the heading was "Fedora meet up".
I put up all items in the table for transparency and talked to a few people in the community personally beforehand, who at that time told me it makes sense.

But, yes, it is true, that budget items are shared, e.g. the sound system and therefore "Sponsorship request" should be a better description.

With the funding we will put up Fedora as a sponsor of course. If you want to go through the sponsorship items one by one or would prefer to take some out, which you are not close enough to the Fedora part, please let me know. I would appreciate your input. I think it would be a good idea to get more feedback on how we can maximize the use of funds.[[BR]][[BR]]

Ah. That clarifies it. The requirements that you've put up are quite sane and logical, and I do not wish to edit them. You're the organizer, and therefore the best judge of what's required for your event.

As regional ambassadors, we can approve up to 1000$ by ourselves, after which FAmSCo needs to be consulted. You have my +1 for 1000$. While it isn't a Fedora premier event like a FAD or FUDCon, the number of Fedora people flying down and the number of Fedora oriented sessions being taken actually make this one of the bigger Fedora events in APAC.

At the moment, there are 6 fedora ambassadors flying in to the event. Generally, attendees co-ordinate and carry some swag themselves: stickers, cheat cubes, one page release notes, pamphlets, dvds, pen drives etc. We don't have an "event box" yet but we did get some swag from EMEA iirc. As the event gets closer, we'll see what people can carry.

Would the Fedora track run on one specific day? Or, do you intend to spread the Fedora talks throughout the event, by having a few on each day? [[BR]]

Yes, the Fedora track will be on a specific day, that will be the Saturday. On Friday we will also have introductory talks about Fedora in the big hall and a hack room, where we can meet with interested students. On Sunday there will be a hackfest as you can see in the wiki Tuan, Sirko and Kushal will be doing a kind of guided tour into Fedora project.

If you only have one or two days to come, I suggest you give a talk on Friday (Feb 28) or Saturday (March 1).

That sounds great! Thank you for this. I'll ask Tuan and the others to quickly vote on the ticket.

Thanks[[BR]]
Warm regards [[BR]]
Ankur

Replying to [comment:9 ankursinha]:

Ah. That clarifies it. The requirements that you've put up are quite sane and logical, and I do not wish to edit them. You're the organizer, and therefore the best judge of what's required for your event.

Good to see everything has been cleared up.

However, I am not sure what is going on with this such a sponsorship request. IIRC, we have never faced this case before.

In normal cases, we need receipts for reimbursement. Sponsorship request would also not mentioned in the guidelines (https://fedoraproject.org/wiki/Ambassadors/APAC/Reimbursement).
I think, we should ask FAmSCo and/or Budget owner about this case.

At the moment, there are 6 fedora ambassadors flying in to the event. Generally, attendees co-ordinate and carry some swag themselves: stickers, cheat cubes, one page release notes, pamphlets, dvds, pen drives etc. We don't have an "event box" yet but we did get some swag from EMEA iirc. As the event gets closer, we'll see what people can carry.

Yes, I brought back some swag from my previous trip to Europe. I can bring some to FOSSASIA.

Kind regards,
Tuan

Hi Tuan,

Replying to [comment:10 tuanta]:

Replying to [comment:9 ankursinha]:

Ah. That clarifies it. The requirements that you've put up are quite sane and logical, and I do not wish to edit them. You're the organizer, and therefore the best judge of what's required for your event.

Good to see everything has been cleared up.

However, I am not sure what is going on with this such a sponsorship request. IIRC, we have never faced this case before.

In normal cases, we need receipts for reimbursement. Sponsorship request would also not mentioned in the guidelines (https://fedoraproject.org/wiki/Ambassadors/APAC/Reimbursement).
I think, we should ask FAmSCo and/or Budget owner about this case.

Hrm. I've been operating under the assumption that Mario's expenditures will be reimbursed when he submits receipts, not that he'd be given the money beforehand.

Mario, would you need funds before the event, or is it OK to follow the system and reimburse your expenses after? We're only permitted to reimburse expenditures when the receipts are submitted. If the funds are required before the event, we'll have to talk to Jeorg/FAmSCo to see how that'll work (and we'll have to do this ASAP to prevent any confusion or delay at the event).

All the people flying down will only be reimbursed after the event when receipts + boarding passes etc. are uploaded to the tickets. They will not receive any money before the event is done with.

Yes, I brought back some swag from my previous trip to Europe. I can bring some to FOSSASIA.

That'll be great.

Replying to [comment:11 ankursinha]:

Hi Tuan,

Replying to [comment:10 tuanta]:

Replying to [comment:9 ankursinha]:

Ah. That clarifies it. The requirements that you've put up are quite sane and logical, and I do not wish to edit them. You're the organizer, and therefore the best judge of what's required for your event.

Good to see everything has been cleared up.

However, I am not sure what is going on with this such a sponsorship request. IIRC, we have never faced this case before.

In normal cases, we need receipts for reimbursement. Sponsorship request would also not mentioned in the guidelines (https://fedoraproject.org/wiki/Ambassadors/APAC/Reimbursement).
I think, we should ask FAmSCo and/or Budget owner about this case.

Hrm. I've been operating under the assumption that Mario's expenditures will be reimbursed when he submits receipts, not that he'd be given the money beforehand.

Mario, would you need funds before the event, or is it OK to follow the system and reimburse your expenses after? We're only permitted to reimburse expenditures when the receipts are submitted. If the funds are required before the event, we'll have to talk to Jeorg/FAmSCo to see how that'll work (and we'll have to do this ASAP to prevent any confusion or delay at the event).

@Mario:

It's quite good if you can request for sponsorship for specific items like these: https://fedoraproject.org/wiki/FOSSASIA_2014#Request_for_Funding
And you will receive the money after the event with receipts for all those items uploaded.

I suggest you keep this list as a reference for your request for reimbursement later

Hi, thank you for the clarification. Yes, sure, we follow the usual process and reimburse expenses afterwards. I am aware of the process as it is the same at events I participated in Europe and the same we had for FOSSASIA 2010 (where Pierros was event owner). I also only expect actual expenses with receipts to be covered. Before I submitted, I had an email exchange with cwickert, who told me the request looks good and that it should be directed to APAC.

Replying to [comment:13 mariobehling]:

Hi, thank you for the clarification. Yes, sure, we follow the usual process and reimburse expenses afterwards. I am aware of the process as it is the same at events I participated in Europe and the same we had for FOSSASIA 2010 (where Pierros was event owner). I also only expect actual expenses with receipts to be covered. Before I submitted, I had an email exchange with cwickert, who told me the request looks good and that it should be directed to APAC.

Great. I think that settles it.

Tuan, IIRC, I was the only one who hadn't given a complete +1 at the meeting. Now that I've done that, can this ticket also be marked as approved?

The receipts for the Fedora Part are:

1) BSB Image Center, Banners, Print 323,70 USD[[BR]]

2) Wanata Printing Tshirts 180 USD[[BR]]

3) Catering 225 USD[[BR]]

4) Transport Ravy Boats 180 USD

Total: 908.70 USD

Please transfer to paypal email invoice@fossasia.org

Hotel receipts are attached for information as well.

Banners and Printing Materials
1 BSB Image Center.jpg

Hotel receipts belong to a separated ticket #107 so you should remove them here to avoid any confusion.

While doing reimbursement, izhar will need to check all other receipts only.

Hi Mario,

Could you share with me your paypal account ? .. in the format of user_AT_domain.tld .. Thanks

Hello ihhar,

Could you share with me your paypal account ? .. in the format of user_AT_domain.tld .. Thanks

The Paypal is invoice_AT_fossasia.org

Thanks,

Mario

Hi Mario,

I have just transfered USD908.7 to your paypal account. Attached is the transaction details. Sorry for the delay, been very occupied with $dayjob these past few weeks.

Metadata Update from @izhar:
- Issue assigned to izhar
- Issue tagged with: , approved, for, ready, reimbursement

2 years ago

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