#34 Budget Request for FWD in India
Closed: Complete 6 years ago Opened 6 years ago by amsharma.

This budget request is for 3 local FWD events in India - https://fedoraproject.org/wiki/Fedora_Women_Day_2017#Local_Events
1. Bangalore
2. Pune
3. Aurangabad

Revised Budget for FWD, India

Pune to Banglore Air Travel - 65 USD (Current ticket prize)
Banglore Inter City Travel - 35 USD [ One night stay will be managed without any cost ] for Amita
One train ticket (Pune Mumabi) = 20 USD [ One night stay will be managed without any cost ] for Bee
Pune inter city travel for Bee = 15 USD
Snacks (Banglore) - 55 USD
Snacks (Pune and Aurangabad) - 55 USD + 55 USD
Total Budget - 300 USD
=========================
Red Hat Pune is taking care of Cab charges for college visit in Pune and Aurangabad cities and also providing some Fedora stickers.


Why are we spending so much money on travel here? Don't we have local sponsors for these events?

Also, why 30 shirts? Is this all of the entire program?

I think we need to look at the program costs overall as well as each event.

Why are we spending so much money on travel here? Don't we have local sponsors for these events?

I am the organizer for the Bangalore event too, I can drop it if budget is the issue here.
Train travel is to invite @bee2502 from Mumabi to Pune for Pune FWD event, as the distance from Mumabi to Pune is less.

Also, why 30 shirts? Is this all of the entire program?

9 t-shirts per event (speakers + volunteers) and 3 t-shirts for flock (Jona, Mary and Justin).
I can reduce the number by reducing speakers and also dropping t-shirts for flock, minimum to 15 (half) and also, reduce cost by ordering them with QECamp t-shirts order but first I need your approval for budget to do that.

I think we need to look at the program costs overall as well as each event.

we have mentioned 100$ per event should be reasonable in our FWD wiki page. How much do you think should be fine?
By reducing number of t-shirts and per t-shirt cost, total cost for all 3 events will be 217 USD.
@bex Please advise. Thanks.

Why are we spending so much money on travel here? Don't we have local sponsors for these events?

I am the organizer for the Bangalore event too, I can drop it if budget is the issue here.
Train travel is to invite bee2502 from Mumabi to Pune for Pune FWD event, as the distance from Mumabi to Pune is less.

I am worried about the ability of this event to have longer term impact if there is not a local organizer. How does the diversity team feel about this?

Also, why 30 shirts? Is this all of the entire program?

9 t-shirts per event (speakers + volunteers) and 3 t-shirts for flock (Jona, Mary and Justin).

So we don't need shirts for Jona and Justin's event? Also, I will pay for one out of a separate budget to add to my Fedora collection depending on the design. This seems like a shirt I should wear. It is not required that i get one though.

I think we need to look at the program costs overall as well as each event.

we have mentioned 100$ per event should be reasonable in our FWD wiki page. How much do you think should be fine?
By reducing number of t-shirts and per t-shirt cost, total cost for all 3 events will be 217 USD.

Money is not my primary concern, impact is. I am worried about the travel spend for that reason.

Also, we should see the other events and if we have to make cuts make them holistically not one-by-one.

Why are we spending so much money on travel here? Don't we have local sponsors for these events?
I am the organizer for the Bangalore event too, I can drop it if budget is the issue here.
Train travel is to invite bee2502 from Mumabi to Pune for Pune FWD event, as the distance from Mumabi to Pune is less.
I am worried about the ability of this event to have longer term impact if there is not a local organizer. How does the diversity team feel about this?

As a team member, I feel this is something required to kickstart the very first FWD in Banglore and guide/encourage others (locals) to do it again following years without visit.

Also, why 30 shirts? Is this all of the entire program?
9 t-shirts per event (speakers + volunteers) and 3 t-shirts for flock (Jona, Mary and Justin).
So we don't need shirts for Jona and Justin's event? Also, I will pay for one out of a separate budget to add to my Fedora collection depending on the design. This seems like a shirt I should wear. It is not required that i get one though.

This ticket is only for India events as every organizer needs to open separate budget tickets in diversity pagure. I don't think Justin is doing FWD event. Jona is doing in Albania and she will open separate tickets with details for that. you can get one t-shirt for sure, only if I will get budget approval before my QECamp bulk order :) . Similarly I think @jonatoni and @jflory7 should get one each if they are not printing it, as they are investing good amount of time and efforts in making FWD a success.

I think we need to look at the program costs overall as well as each event.
we have mentioned 100$ per event should be reasonable in our FWD wiki page. How much do you think should be fine?
By reducing number of t-shirts and per t-shirt cost, total cost for all 3 events will be 217 USD.
Money is not my primary concern, impact is. I am worried about the travel spend for that reason.
Also, we should see the other events and if we have to make cuts make them holistically not one-by-one.

Got your point. The issue in that is we have to wait till 20th August in that case, which will impact cost :(
I would like to purpose if we are not crossing 100$ mark for an event and we see the agenda and objectives are clear, we should not delay too much.
Please share your thoughts @bex @jflory7 @jonatoni bee2502 . Thanks!

Also, t-shirts printing takes minimum 20 days here . So, I can bring t-shirts only if they get printed before flock :) Else, shipping = cost++

Why are we spending so much money on travel here? Don't we have local sponsors for these events?
I am the organizer for the Bangalore event too, I can drop it if budget is the issue here.
Train travel is to invite bee2502 from Mumabi to Pune for Pune FWD event, as the distance from Mumabi to Pune is less.
I am worried about the ability of this event to have longer term impact if there is not a local organizer. How does the diversity team feel about this?

As a team member, I feel this is something required to kickstart the very first FWD in Banglore and guide/encourage others (locals) to do it again following years without visit.

Is this the first event in Pune too? Why did we pick Bangalore as the expansion city and not, say, Mumbai where we have an organizer-type person? How are you going to ensure the right kind of follow up if you don't have anyone locally committed?

Also, why 30 shirts? Is this all of the entire program?
9 t-shirts per event (speakers + volunteers) and 3 t-shirts for flock (Jona, Mary and Justin).
So we don't need shirts for Jona and Justin's event? Also, I will pay for one out of a separate budget to add to my Fedora collection depending on the design. This seems like a shirt I should wear. It is not required that i get one though.

This ticket is only for India events as every organizer needs to open separate budget tickets in diversity pagure. I don't think Justin is doing FWD event. Jona is doing in Albania and she will open separate tickets with details for that. you can get one t-shirt for sure, only if I will get budget approval before my QECamp bulk order :) . Similarly I think @jonatoni and @jflory7 should get one each if they are not printing it, as they are investing good amount of time and efforts in making FWD a success.

@jonatoni Can you estimate your numbers since it sounds like you'll be the only other shirt need? This way we can pull the trigger.

I think we need to look at the program costs overall as well as each event.
we have mentioned 100$ per event should be reasonable in our FWD wiki page. How much do you think should be fine?
By reducing number of t-shirts and per t-shirt cost, total cost for all 3 events will be 217 USD.
Money is not my primary concern, impact is. I am worried about the travel spend for that reason.
Also, we should see the other events and if we have to make cuts make them holistically not one-by-one.

Got your point. The issue in that is we have to wait till 20th August in that case, which will impact cost :(

I didn't set that deadline. This is where planning for longer timelines helps a lot. Things like shirt printing are completely numbers driven so we should try to bundle up as much as possible.

Do we have any feeling that we will actually get more events proposed or need more shirts?

I would like to purpose if we are not crossing 100$ mark for an event and we see the agenda and objectives are clear, we should not delay too much.
Please share your thoughts @bex @jflory7 @jonatoni bee2502 . Thanks!

Why are we spending so much money on travel here? Don't we have local sponsors for these events?
I am the organizer for the Bangalore event too, I can drop it if budget is the issue here.
Train travel is to invite bee2502 from Mumabi to Pune for Pune FWD event, as the distance from Mumabi to Pune is less.
I am worried about the ability of this event to have longer term impact if there is not a local organizer. How does the diversity team feel about this?
As a team member, I feel this is something required to kickstart the very first FWD in Banglore and guide/encourage others (locals) to do it again following years without visit.

Is this the first event in Pune too? Why did we pick Bangalore as the expansion city and not, say, Mumbai where we have an organizer-type person? How are you going to ensure the right kind of follow up if you don't have anyone locally committed?

Also, why 30 shirts? Is this all of the entire program?
9 t-shirts per event (speakers + volunteers) and 3 t-shirts for flock (Jona, Mary and Justin).
So we don't need shirts for Jona and Justin's event? Also, I will pay for one out of a separate budget to add to my Fedora collection depending on the design. This seems like a shirt I should wear. It is not required that i get one though.
This ticket is only for India events as every organizer needs to open separate budget tickets in diversity pagure. I don't think Justin is doing FWD event. Jona is doing in Albania and she will open separate tickets with details for that. you can get one t-shirt for sure, only if I will get budget approval before my QECamp bulk order :) . Similarly I think @jonatoni and @jflory7 should get one each if they are not printing it, as they are investing good amount of time and efforts in making FWD a success.

@jonatoni Can you estimate your numbers since it sounds like you'll be the only other shirt need? This way we can pull the trigger.

I'll not produce tshirts for this event, because If I do so most of the budget required would be for tshirts and I want to avoid this part. For the event that I'm planning in Tirana I will require ~50 USD, I will open a ticket about this asap. Also I'm planning to organize something in Prishtina too, but still working on planning details about it, and if I will organize this one too the budget required would be ~ 50 USD + 15 EUR (travel costs for me to go in Prishtina).

I think we need to look at the program costs overall as well as each event.
we have mentioned 100$ per event should be reasonable in our FWD wiki page. How much do you think should be fine?
By reducing number of t-shirts and per t-shirt cost, total cost for all 3 events will be 217 USD.
Money is not my primary concern, impact is. I am worried about the travel spend for that reason.
Also, we should see the other events and if we have to make cuts make them holistically not one-by-one.
Got your point. The issue in that is we have to wait till 20th August in that case, which will impact cost :(

I didn't set that deadline. This is where planning for longer timelines helps a lot. Things like shirt printing are completely numbers driven so we should try to bundle up as much as possible.
Do we have any feeling that we will actually get more events proposed or need more shirts?

I would like to purpose if we are not crossing 100$ mark for an event and we see the agenda and objectives are clear, we should not delay too much.
Please share your thoughts @bex @jflory7 @jonatoni bee2502 . Thanks!

I'd like to re-address the travel aspect of this.

As I recall this is the first time we are doing events like this. Is it wise for us to do these events in cities where we have no local sponsors when we have no experience with the events to begin with?

If not, how are we going to leverage these events to ensure they are not one-time and forgotten, but instead foster some level of impact and can actually get attendance without a local sponsor?

These are not money questions. We have money.

Metadata Update from @amsharma:
- Issue priority set to: happening now
- Issue set to the milestone: ASAP
- Issue tagged with: outreach

6 years ago

I'd like to re-address the travel aspect of this.
As I recall this is the first time we are doing events like this. Is it wise for us to do these events in cities where we have no local sponsors when we have no experience with the events to begin with?
If not, how are we going to leverage these events to ensure they are not one-time and forgotten, but instead foster some level of impact and can actually get attendance without a local sponsor?
These are not money questions. We have money.

@bex The event will contain a short presentation on the topic of diversity and any specific regional issues around the topic in every city mentioned. There will be a discussion of an actual plan of action around how to address the above mentioned topics. Not just limited to an event. The larger share of the event will focus on "doing things" or, coaching on "doing things". These should specifically be things where Fedora will be the OS and provides all the necessary bits viz. IDEs, libraries, toolkits etc to get these things done.

Our main aim is to spread awareness about Fedora and increase our contributors base (female specially for this event) and is there any specific issues women faces to get involved in community as contributor. So, at the end of each event, I am making sure that we will walk through "What I can do for Fedora" site and ask girls about there interest. After that, we will ask interested students to drop a note (Introduction Mail) to diversity mailing list with the area of interest. So, that we can guide them further according to their interest and do follow ups.

As far as local point of contact is concerned, we have contributors in Bangalore (I am in touch with one to coordinate the event), but the awareness of diversity is limited. This event will give us opportunity and widen the scope of increasing awareness around Fedora diversity among community members as well.

Revised Budget for FWD, India

Pune to Banglore Air Travel - 65 USD (Current ticket prize)
Banglore Inter City Travel - 35 USD [ One night stay will be managed without any cost ] for Amita
One train ticket (Pune Mumabi) = 20 USD [ One night stay will be managed without any cost ] for Bee
Pune inter city travel for Bee = 15 USD
Snacks (Banglore) - 55 USD
Snacks (Pune and Aurangabad) - 55+55 USD
Total Budget - 300 USD

@bee2502 @jonatoni @jflory7 @chhavi @x3mboy can you all please do a +1 vote here for the budget as @bex advised. Timely +1 will be appreciated as travel tickets cost will be increased with delay. Thanks.

Sorry for the late reply. I'm going through this all for the first time now.

@bex said…
As I recall this is the first time we are doing events like this. Is it wise for us to do these events in cities where we have no local sponsors when we have no experience with the events to begin with?

If not, how are we going to leverage these events to ensure they are not one-time and forgotten, but instead foster some level of impact and can actually get attendance without a local sponsor?

I understand the purpose of the questions as to whether investing the energy (financial or not) into places where we don't have any local contributors to organize the event. I think there are unique circumstances to this events:

  1. This isn't the first FWD, and the questions of long-term impact were acknowledged last year (to be improved on for the next year)
  2. We're appealing to a smaller target audience than a traditional event

If this were a complete "first", I would also be skeptical too, but I know this was the same feedback @amsharma received last year about long-term impact. My understanding from the above comment is that thoughts on how we…

  1. Follow up on what happens
  2. Determine if an event at one location was successful or not

…can be measured and tracked. For the events where we don't have a local contributor, connecting the attendees into the project and evaluating the impact there will need extra thought. But I think if this is something that we're actively thinking about going into the event, I think the cost is a negligible amount to experiment and try. Only as an example, if we find the Pune event doesn't have much follow-up but people in Bangalore end up getting involved with Fedora, then maybe we need to try other strategies in Bangalore that didn't connect in Pune.

For these reasons, I believe it's worthwhile for us to run these events as an evaluative opportunity. This year's organizing is more conscious of connecting a long-term impact with the event than last year. We can make further adjustments for future years depending on how this goes. But for $300 USD, I have higher hopes for targeted, specialized events like these than other traditional events where we might have double or even triple the costs.

@amsharma said…
After that, we will ask interested students to drop a note (Introduction Mail) to diversity mailing list with the area of interest. So, that we can guide them further according to their interest and do follow ups.

As an afterthought, perhaps it would be best to direct them to the Fedora Women list, unless people who are subscribing to the Diversity list would like to contribute and get involved with the Fedora Diversity Team.

If we want to help on-board and welcome newcomers from FWD events into Fedora, I think we should use the women@ list – if it's to contribute specifically to Fedora Diversity, then let's welcome them on diversity@.

@amsharma said…
Total Budget - 300 USD

Given the above comments and consideration, I am +1 to approving $350 USD (with the intent to remain within the $300 proposed, but the extra $50 gives a little bit of wiggle room if an estimate ends up changing closer to the event).

+1 from my part

and +1 from me.
@bex we have total 4 votes now. Can we proceed further on this?
Thanks.

Amita you cannot vote on your own ticket :P

+1, sorry for the delay.

Amita you cannot vote on your own ticket :P

@jonatoni Please check yesterday meeting logs, which you also joined :p
https://meetbot.fedoraproject.org/fedora-meeting/2017-08-09/diversity.2017-08-09-12.00.log.html

12:43:37 <Amita> bexelbie, so I can also do a +1 or -1 on my own ticket?
12:44:00 <bexelbie> Amita, if you're a member of the team, yo uget one vote like anyone else

Metadata Update from @jflory7:
- Issue assigned to amsharma
- Issue tagged with: budget, events, needs feedback

6 years ago

Metadata Update from @amsharma:
- Assignee reset

6 years ago

Metadata Update from @amsharma:
- Issue assigned to bex

6 years ago

Note: flight tickets are in progress.

Also, team. I believe this is the only ticket approved so far by Diversity. Please reference here (after the update in the next hour or two) for the status of your budget: https://budget.fedoraproject.org/budget/FY18/d-i.html

Sorry for the delay!

+1 from my side too :)

Note: flight tickets are in progress.
Also, team. I believe this is the only ticket approved so far by Diversity. Please reference here (after the update in the next hour or two) for the status of your budget: https://budget.fedoraproject.org/budget/FY18/d-i.html

I noticed there only FWD in Banglore and Pune, what about the other one in Aurangabad?

Note: flight tickets are in progress.
Also, team. I believe this is the only ticket approved so far by Diversity. Please reference here (after the update in the next hour or two) for the status of your budget: https://budget.fedoraproject.org/budget/FY18/d-i.html

I noticed there only FWD in Banglore and Pune, what about the other one in Aurangabad?

It is there, but a site build error caused it to not display. It should be there when the site refreshes in an hour or so. Great catch!

Flight tickets purchased

Metadata Update from @jonatoni:
- Issue untagged with: needs feedback, outreach
- Issue tagged with: approved

6 years ago

@chhavi We need a banner for this too.

300 stickers will be better

@chhavi thanks for doing it. They look awesome. Please go ahead for the FB page creation if you can. Thanks.

@chhavi hey can you please modify dates in the event (Pune and Augrangabad) they are not the same dates, Please check. Thanks

Pune on is on 29th, Please modify this one. Thanks

@Amita you need to create the event on Facebook because you are organizing
it.

On 7 Sep 2017 7:05 am, "Amita Sharma" pagure@pagure.io wrote:

amsharma added a new comment to an issue you are following:
@chhavi thanks for doing it. They look awesome. Please go ahead for the FB page creation if you can. Thanks.

To reply, visit the link below or just reply to this email
https://pagure.io/fedora-diversity/issue/34

Just to note, I will not be travelling to Pune event due to some time constraints.
Also, the Aurangabad events has been cancelled.

@amsharma when you finish the event report please share here the link, because I will collect all of them in one place. Also, do you have FAS usernames of your FWD attendees so I can award the badge to them?

This ticket is assigned to me, however I don't see any actions required of me. Can someone let me know what is needed or drop me from the responsible?

I just need to share bills for FWD Pune (will do by next week)

@amsharma Ping – what's left for this ticket?

Metadata Update from @jflory7:
- Issue assigned to amsharma (was: bex)
- Issue set to the milestone: Fedora 28 (to May 2018) (was: ASAP)
- Issue tagged with: blocked

6 years ago

@jflory7 Pune report and reimbursement for Pune (all on me) , should be done before year ends.

Metadata Update from @jonatoni:
- Issue private status set to: True

6 years ago

Metadata Update from @jonatoni:
- Issue assigned to bex (was: amsharma)

6 years ago

Metadata Update from @jonatoni:
- Issue private status set to: False (was: True)

6 years ago

paid via transferwise. @amsharma please close when received.

Money is received. Thanks @bex
Closing the ticket.

Metadata Update from @amsharma:
- Issue close_status updated to: Complete

6 years ago

I was checking https://budget.fedoraproject.org/budget/FY18/d-i.html and I think we need to add the budget we spent for Pune there @bex

I was checking https://budget.fedoraproject.org/budget/FY18/d-i.html and I think we need to add the budget we spent for Pune there @bex

More likely is that we need to split the Bangalore expenses to reflect the costs in Pune vs Bangalore. @amsharma should be able to shed light on this.

As far as I know, all India FWD events are fully paid.

yes all expenses are fully paid.

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