Re: [Fwd: The dates of Gnome.Asia Summit 2010]

[Pockey Lam <pockey beijinglug org>]

Dear all,

After discussion with Emily via IM. 

We both think the timing to get enough sponsor to cover half of the
budget (means 15K USD) is a bit tight, so we may not be able to
guarantee to co-organize the event. However, we still think it's a good
opportunity to work with COSCUP. 

Hence I am thinking to reply to COSCUP by telling them our concerns, if
we cannot meet to share half of their budget due to tight timing, we can
further reduce our number of tracks or find ways to cut budget. 

If they are okay with it, I will ask them to submit a proposal based on
that.

Besides, I would think it's better to put the remaining money USD 1,200
back to GNOME Foundation as reserve for the upcoming GNOME.Asia Summit
usage instead of making a book. And every year, we should have budget
reserve if possible. 

What do you think?

Cheers,
Pockey

On Wed, 2010-02-17 at 11:48 +0800, Pockey Lam wrote:
> Dear Brian,
> 
> >From what the organizing member introduced, COSCUP has about 30 core
> organizing members responsible for different aspect of event
> organization like finance, admin, promotion and so on. It seems that
> they do have a strong volunteer teams to make the event happen. 
> 
> What I mean by tight timing, just because:
> 
> 1) we are supposed to collect all proposals on or before March 31st then
> decide on the location in early April (of course we can always ask
> COSCUP to submit a proposal earlier, say early / Mid March to us to
> consider...)
> 2) After making decision, we still need to make a sponsorship proposal /
> website contents and look for sponsors on our part
> 
> Please find below the recap (between COSCUP / GNOME.Asia Summit members)
> I sent earlier again for your information.
> 
> Thanks,
> Pockey
> 
> 
> -----------------------------------------------------------------------
> Recap of the chat between Pockey, Federic and Pingooo about Gnome.Asia
> Summit 2010 at Pool Bar, Beijing on 2010/2/2 
> 
> 
> 
> The relationship between Gnome.Asia Summit 2010 and the conference also
> organized by the host to occur at the same time in the same or a nearby
> venue: Joint Conference. 
> 
> 
> 
> Expectations on Gnome.Asia Summit 2010 conference: 
> 
> - Goals:  1. Make a conference mainly for developers in Asia.
> "Developers" means existing Gnome developers or people that have
> potential to become Gnome developers.  2. Grow Gnome developer base in
> the host country. 
> 
> - Expected size of the conference: 200 developers + some non-developers
> (Gnome.Asia Summit 2009 had more than 300 attendees in total). 
> 
> - Constraints on the conference program: -- 2 to 5 tracks related to
> Gnome -- 3 plenary keynotes for GNOME Foundation and GNOME.Asia
> Committee = 2 ordinary length keynotes (45 minutes to 1 hour) + 1 short
> keynote (10 minutes)  -- 0 or more keynotes for top Sponsors (45
> minutes), details to be determined. 
> 
> - There will be a one-day tour organized by the host for participants. 
> 
> - Date of the event: usually GNOME.Asia Summit is hosted near the end of
> the year e.g. Oct, Nov or Dec, while COSCUP is hosted in the middle of
> August last year, it is suggested to try to delay the time of COSCUP in
> order to have more time for calling sponsor. 
> 
> - Place: Pockey and Federic expressed the interest to have Gnome.Asia
> Summit 2010 in Taiwan for the following reasons: -- Have a good sized
> community. -- Can make a good conference without very high budget. 
> 
> 
> 
> The roster of Gnome.Asia Summit Committee: 
> 
> - around 10 people: Emily Chen (Sun Microsystems a.k.a. Oracle), Pockey
> Lam, Frederic Muller, Will LaShell, Brian Cameron, Stormy Peters (Gnome
> Foundation), plus a few others. 
> 
> 
> 
> The split of responsibilities between the Gnome.Asia Summit committee
> (GASC) and local host (127.0.0.1):    (TBD = to be determined) 
> 
> - Gnome.Asia Summit Program: -- Authoring Call for Speakers: GASC --
> Announce and distribute Call for Speakers: GASC and 127.0.0.1 --
> Collection of talk submissions: GASC -- Selection of speakers: GASC --
> Notification of speakers: TBD 
> 
> - Marketing: GASC and 127.0.0.1 will work together for marketing of the
> joint conference. GASC mainly work on international marketing, local
> marketing would be done by 127.0.0.1. 
> 
> - Web site: GASC for English version (with information provided by
> 127.0.0.1, like venue attraction / information, checking accommodation,
> visa, etc), 127.0.0.1 for translation into local language. 
> 
> - Sponsorship: -- GASC for international funding sources through
> members/sponsors of Gnome Foundation, 127.0.0.1 for local sources. --
> The quota of funding to raise will be split between GASC and 127.0.0.1,
> presumably 50-50. The exact fraction should be stated clearly in the
> proposal. -- Surplus of funding at the end of conference will be split
> between GASC and 127.0.0.1. Pockey suggested that it is split according
> to number of tracks. The exact fraction should be stated clearly in the
> proposal. -- Deficit of funding will be handled prior to the conference
> by cutting costs on snacks, beverages, food, or other items. 
> 
> - Attendee list management: -- Related tasks: registration web
> application, post-conference polls. -- GASC has an existing registration
> app. -- Largely TBD. 
> 
> - Accounting: 127.0.0.1. 
> 
> - Administration: 127.0.0.1. 
> 
> - Venue and event-day administration: 127.0.0.1. 
> 
> - Wifi/circuits: 127.0.0.1. 
> 
> - Public relations: GASC for international media, 127.0.0.1 for local. 
> 
> - Recording: 127.0.0.1. 
> 
> - Booth management: -- GASC has Call for Exhibitors. -- Largely TBD. 
> ----------------------------------------------------------------------
> 
> 
> 
> On Tue, 2010-02-16 at 12:46 -0600, Brian Cameron wrote:
> > Pockey:
> > 
> > > No, they haven't fill out a proposal yet.
> > >
> > > Actually the attached email means, they (COSCUP) want to prepare /
> > > submit a proposal only if we can accept the date, August 14, 15. that I
> > > believe it maybe a bit too much in a rush for GNOME.Asia Summit. What do
> > > u think?
> > 
> > It is now February, which seems to provide enough time to plan for
> > an event in August, if planning starts early enough.  I would think
> > that for their proposal to be taken seriously, they should have
> > a strong enough team of volunteers to make it happen.  Do they?
> > 
> > The GNOME.Asia Summit in Vietnam was organized in a surprisingly short
> > period of time.
> > 
> > Brian
> > 
> > 
> > > On Tue, 2010-02-16 at 10:13 -0700, Stormy Peters wrote:
> > >> Did this group fill out a proposal? What are they proposing?
> > >>
> > >> Thanks,
> > >>
> > >> Stormy
> > >>
> > >> On Tue, Feb 16, 2010 at 10:09 AM, Pockey Lam<pockey beijinglug org>
> > >> wrote:
> > >>          Dear all,
> > >>
> > >>          Please find below the feedback from the organizing member of
> > >>          COSCUP for
> > >>          your information and let's discuss if the date of the event
> > >>          (August 14
> > >>          and 15) is acceptable or not for GNOME.Asia Summit 2010 as we
> > >>          may have
> > >>          concern about the tight deadline of getting sponsors.
> > >>
> > >>          For your information, if we do think the date is a bit tight,
> > >>          there will
> > >>          be another Taiwanese FOSS event named ICOS
> > >>          (http://icos.org.tw/ )
> > >>          that Emily mentioned earlier. ICOS was hosted on Sep 25th to
> > >>          27th last year.
> > >>
> > >>          Cheers,
> > >>          Pockey
> > >>
> > >>
> > >>          -------- Forwarded Message --------
> > >>          From: pingooo<ping nsr yeh gmail com>
> > >>          To: Pockey Lam<pockey beijinglug org>
> > >>          Subject: The dates of Gnome.Asia Summit 2010
> > >>          Date: Sun, 14 Feb 2010 13:03:16 +0800
> > >>
> > >>          Hi Pockey,
> > >>
> > >>
> > >>          Happy Chinese New Year!
> > >>
> > >>
> > >>          The acting leader of the COSCUP team, Rex Tsai, has evaluated
> > >>          the recap
> > >>          that you and I wrote. We're going to have a team-wide
> > >>          discussion soon.
> > >>          However, we found a potential showstopper.
> > >>
> > >>
> > >>          We're going to have COSCUP on 2010/8/14 - 2010/8/15. The date
> > >>          is fixed
> > >>          for many reasons. Is the date acceptable for Gnome.Asia Summit
> > >>          2010? If
> > >>          not, I'm sorry that we will not be able to file a proposal on
> > >>          other
> > >>          dates.
> > >>
> > >>
> > >>          I know you are concerned about the lead time for getting
> > >>          sponsors. I
> > >>          don't know much about international sponsors. From local
> > >>          companies and
> > >>          global companies with branches in Taiwan, we were able to
> > >>          secure 19
> > >>          sponsors with 3.5 months of lead time for COSCUP 2009. I
> > >>          estimate that
> > >>          we will have about 4.5 months of lead time this year.
> > >>
> > >>
> > >>          Best wishes,
> > >>          pingooo
> > >>
> > >>
> > >>
> > >>
> > >>
> > >>
> > >>
> > >>          _______________________________________________
> > >>          asia-summit-list mailing list
> > >>          asia-summit-list gnome org
> > >>          http://mail.gnome.org/mailman/listinfo/asia-summit-list
> > >>
> > >
> > > _______________________________________________
> > > asia-summit-list mailing list
> > > asia-summit-list gnome org
> > > http://mail.gnome.org/mailman/listinfo/asia-summit-list
>