[Fwd: FOSS4G Budget Update - 7th October 2009]

[Cameron Shorter-2]

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OSGeo Board,
As described in this email, I'll be making a call next Wednesday as to
whether we will be able to afford lunches or not. We will need another
50-60 registrations if we are to break even.

The question that I'd like the board to consider now, is whether the
OSGeo board will want to cover a shortfall in the FOSS4G budget in order
to cover lunch. This will likely be in the order of US$10K to $20K.

Can you please discuss this amongst the board this week, so that you can
make a quick decision next week.

I'd love to have lunch covered at FOSS4G, but also think it is important
to try to keep FOSS4G budget in the black.

--
Cameron Shorter
Geospatial Systems Architect
Tel: [phone]
Mob: [phone]

Think Globally, Fix Locally
Geospatial Solutions enhanced with Open Standards and Open Source
http://www.lisasoft.com

Dear Cameron,

 

Please find attached the updated FOSS4G conference and workshop budget for your review with updated income as of this afternoon.

 

Conference Budget

- Paid and complimentary registrations amounting to 320. Budget is not accounting for not paid registration income of which we have 22 not paid registrations.

- Contingency has been removed from budget.  

- Final cost of signage and program book included as per QA.

- We have exceeded the minimum numbers of 156 paid tickets for the cruise so there is no charge to the budget.

- Sponsorship income remains at $74,750 which includes $61,080 paid and $13,670 not paid. The not paid income is from the OGC for the CCIP and we are continuing to follow up with Greg Beuhler.

- Variable costs have been adjusted to account for the additional paid registrations.

 

Workshop Budget

- Current registrations are 137 paid, 20 complimentary, 9 not paid workshop registrants.

 

Summary

As you can see the Conference budget is making a loss of $-10,356. The workshop budget is currently sitting in positive of $5229.30. The amount of money outstanding from not paid registrations of the conference and the workshops is $20,005.00. If we convert 40% of these to paid we receive additional income of $8000.00.

 

Lunches

- I have currently accounted for the Kiosk option for Tues – Friday within the budgets. Attached is the information regarding the kiosk outlining what is available to be sold and the relevant prices. In my opinion the prices are market price of what you would purchase at a sandwich stall and the minimum spend of $1000 per day is achievable if 100 delegates purchase a sandwich and drink each day.

- We currently still have $15 per person for morning tea and $15 per person for afternoon tea in the budget. Based on 320 delegates for 3 days is a cost of $28,800. The $15 per person is based on a ‘beefed’ up morning and afternoon tea to counter act the fact that we are not providing lunches. Alternatively, we can reduce the cost to $9 per person per day which would mean a saving of $11,520 which could be redirected towards lunches. (Note: The Tuesday workshops do not have morning and afternoon tea breaks).

- Cost of lunches would be $30 per person per day for 4 days which amounts to $38,400. We would need approximately 50 – 60 additional registrations before next Wednesday in order to provide lunches and still break even.

- I have confirmed with SCEC that the final date that we are able to confirm whether we provide lunches or go with the kiosk option is next Wednesday 14^th October by 1500hrs.

 

Please keep in mind that we should not be advertising these figures to the general public as an ‘incentive’ for people to register as it raises delegates expectations that we may be able to provide lunch which may not eventuate.

 

I am in Melbourne for a meeting all day on Tuesday 13^th October. I will update the budget first thing on Wednesday morning and send it through to you so that you are able to make an informed decision regarding lunches.

 

Please give me a call if you have any questions.

 

Kind Regards

 

Julia

 

	Julia Vernon Project Manager Conference Management Tel: [phone] Fax:[phone] [hidden email] SkypeTM: juliavernon Click Skype name to add to contacts	arinex pty limited Level 10 51 Druitt Street Sydney, NSW 2000 Australia ABN 28 000 386 676 Website: www.arinex.com.au Sydney • Melbourne • Brisbane
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