Re: COSCUP / GNOME.Asia Needing Funding

[Ernest Chiang <dwchiang gmail com>]

Dear Pockey,

Here I summarized the feedbacks of our team members, and try to organize our inputs below. Hope it can help both teams to exchange inputs and possible ways on funding/budgeting related topics :)

First, four clarifications before inputs:

0. We trust GASC's good will toward the co-event. It is ok if after a best effort GASC can't get additional funding. We'll survive.

1. The request for additional contribution is mostly due to imbalance, and less on overbooking. We sensed this issue 5 weeks ago when the raised fund was US$21.7K : US$1K and the projected total cost was US$30K [1], but we had hopes that GASC would eventually raise adequate fund. We were overwhelmed with talk over-submission, program, sponsors and registration overbooking to come back to this issue until July 10.

        [1] IRC meeting minutes 20100525

2. This is a request toward GASC, not the GNOME Foundation. We'd like to see GASC's effort toward splitting the shared cost in a ratio not too far away from the 61% : 39% time slot allocation, which fairly represents the shared cost. It doesn't matter to COSCUP Team whether GASC gets it from the GNOME Foundation or elsewhere.

3. We don't need to rush to get the fund before the event. We can use the COSCUP reserve to help the cash flow. It proves the necessity of sufficient reserve. We'll be fine if the fund can be sent to us in October.

Now onto the numbers. The exchange rate is assumed to be 32 TWD = 1 USD. All numbers are subject to minor adjustments when the shared cost is fully settled and exchange rate fixed.

A. The shared cost is about US$28K for 700 attendees and about US$32K for 1000 attendees.

B. COSCUP Team raised US$42K with its own cost of US$10K, including US$4.9K for travel expenses of quality speakers.

C. As it stands now, the contribution toward shared cost is US$32K + US$5K which is already sufficient.

We like Brian's idea of matching, and the following options are the matching we would like to see happening: based on total contributions instead of differentials.

Now comes 3 options for you to consider.

Opiton 1. If GASC contributes US$10K more, the ratio is not too far from 61% : 39%. We'll have surplus and each side can take some fund back after the event is over.

Option 2. Or, to make it simpler, GASC can contribute US$7.5K more to make it US$12.5K, and COSCUP Team contributes US$19.5K. The shared cost is fully covered 61% : 39% and there will be no surplus. Whatever amount COSCUP Team raised in addition to US$19.5K belongs to COSCUP Team.

Option 3. If that's still difficult, COSCUP Team can agree to fully absorb the extra cost of expanding to 1000 people. GASC can contribute US$5.9K more to make it US$10.9K as 39% of US$28K. COSCUP Team contributes US$17.1K, and the rest of what COSCUP Team raised belong to COSCUP Team.

Of course, there is always the option that GASC can't secure additional funding. We'll survive and accept it full heartedly knowing that GASC has done its best :)

Thanks,

Ernest

p.s. The "confrontational" tone Brian pointed out was due to repeated disrespect toward the COSCUP Team's knowledge of local environment that pingooo saw in the IRC meeting. pingooo had to be straight in the meeting, but we're putting it aside for now.

p.p.s. We don't want to look too deep into brand values. Interested parties can try to look for evidence of the brand values of GNOME.Asia/GNOME and COSCUP in Taiwan.

On Wed, Jul 14, 2010 at 1:33 PM, Pockey <pockey beijinglug org> wrote:

Dear Ernest,

Please discuss internally and get back to us if Brian's suggestion is
okay on your side. So that we will apply immediately to the GNOME
Foundation as the process can be timely.

Besides, please remind Rex to send COSCUP account details to us as well.
Thanks!

Regards,
Pockey

On Wed, 2010-07-14 at 13:26 +0800, Ernest Chiang wrote:
> Dear Pockey,
>
>
> Thanks for the reminder :)
>
>
> Dear Team,
>
>
> FYI, from Brian.
>
>
>
>
> ernest,
>
> On Wed, Jul 14, 2010 at 12:01 PM, Pockey <pockey beijinglug org>
> wrote:
>         Dear Ernest,
>
>         I am not sure the coscup google group received this email from
>         Brian as
>         we may not have the right to post message, please help to
>         deliver the
>         email to the team, thanks!
>
>         Regards,
>         Pockey
>
>
>         -------- Forwarded Message --------
>         From: Brian Cameron <brian cameron oracle com>
>         To: asia-summit-list <asia-summit-list gnome org>, COSCUP
>         <coscup googlegroups com>
>         Subject: COSCUP / GNOME.Asia Needing Funding
>         Date: Tue, 13 Jul 2010 14:37:41 -0500
>
>         Unfortunately I do not think that we were able to come to a
>         good
>         consensus about what to do about the fact that the event is
>         needing
>         funding at the IRC meeting today.  I think that in order to
>         best move
>         forward, we need to work together to create a good plan.  I
>         feel that
>         the confrontational tone we have been having is not productive
>         towards
>         our working together or towards seeking additional funding
>         from The
>         GNOME Foundation.  If we can more clearly make decisions
>         together and
>         work together, then I think we are far more likely to find a
>         solution
>         to our problems.
>
>         Due to last-minute overbooking, the event needs as much as
>         $10,000
>         (USD).  Also, it seems there is some concern that because
>         GNOME has
>         not raised as much funding as COSCUP that GNOME should
>         consider
>         providing more money.
>
>         However, please keep in mind that The GNOME Foundation is
>         already
>         providing over $5,000 (USD) to cover travel expenses to ensure
>         quality
>         speakers at the event.  The GNOME Foundation is also providing
>         its
>         brand to the event.  It is hard to calculate the value of the
>         brand,
>         but it surely improves the visibility and the relevance of the
>         event.
>
>         While it is true that the funding is not as balanced as we
>         would like,
>         it is also not realistic to expect that The GNOME Foundation
>         is in a
>         position to solve this problem as much as we might hope.
>          Asking The
>         GNOME Foundation for an additional $10,000 is a lot of money
>         and I
>         think that The GNOME Foundation would have a hard time
>         budgeting
>         for this, especially at the last minute.
>
>         The GNOME Foundation does want the event to be successful, and
>         will
>         seriously consider any proposed request for money.  However,
>         we do not
>         have much time, and I would like to help suggest ways to put
>         together a
>         proposal that is most likely to be approved.  As I say above,
>         I do not
>         think $10,000 is realistic.
>
>         Therefore, I think if we could come up with a plan to share
>         the burden
>         of these unexpected last minute costs, then it would be  much
>         more
>         likely and possible for The GNOME Foundation to contribute and
>         help
>         with the situation.
>
>         Here is a suggestion.
>
>         1) We find a way to trim the budget by $2,000.
>
>         2) If possible, we make an effort to get additional funds.
>          This
>            could involve seeking additional sponsorship money or by
>         getting
>            money at the door.
>
>            Perhaps we could print out a brochure explaining that the
>         event
>            relies on donations and ask each person as they enter to
>         make a small
>            donation to help cover costs.  Perhaps we could plan to
>         sell
>            more merchandise, drinks or snacks for a small profit.
>
>         3) We agree to provide matching funds.  We split the remaining
>         $8,000
>            so that The GNOME Foundation pays half and the other half
>         comes from
>            COSCUP savings, and we each contribute $4,000.  If my math
>         is right,
>            this would mean that COSCUP raised $44,000 and GAS $9,000,
>         so COSCUP
>            could plan to keep a large percentage (83%) of the profits.
>
>            Since the planned revenue from the event is $5,000, this
>         means
>            COSCUP should get $4,150 to cover the $4,000 expense.  Plus
>         if we do
>            #2 above and make an effort to increase revenue, the event
>         could
>            easily be more profitable and provide more savings.
>
>         With this sort of plan, we share the burden and it is clear
>         that we are
>         working together to solve the problem in a fiscally
>         responsible manner.
>         I think this sort of arrangement would be far more likely to
>         be approved
>         by The GNOME Foundation than just asking for $10,000.
>
>         But this is a suggestion.  I am sure that there are other ways
>         we could
>         plan to deal with these costs that would also be reasonable.
>
>         Brian
>
>
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