Re: Hotel arrangement

[Pockey Lam <pockeylam gnome org>]

Hi Bharath,

On 03/01/2011 11:33 PM, Bharath Acharya wrote:
> Hello All,
>
> *This flow applies to everyone attending the hackfest or the conference,
> and want the hotels to be booked by us (local organizers)*
>
> 1) Speakers send a mail to asia-summit-list gnome org that they want the
> hotel room to be booked for them.
Since I am the one sending speakers notification, they will reply my 
email to let me know if they need booking, then I will forward the 
request to you.
> 2) If they need subsidy, they need to include it as part of their travel
> application (mentioning all days including the hackfest and the
> conference)
> Detailed at,
> http://live.gnome.org/Travel
Sure!
> 3) If approved by the Travel Committee (Hackfest days the accommodation
> would be approved for all), then we pay for their accommodation, else
> they manage it themselves.
Why just hackfest days? Why do we need to make a difference between 
hackfest and conference days?
I think every hackfest participants (coming from outside of India) will 
attend the conference and maybe the 1 day tour, so I would suggest we 
help them also pay the conference days hotel rooms on top of hackfest days.

So the process should be:

every participants should follow the travel subsidy policy to apply for 
subsidies.
If they are approved by the travel committee, notify gnome.asia team and 
we help them to pay for all the approved hotel rooms fee.
The travel committee and GNOME.Asia committee should clearly notify 
applicants in advance that for the fee of the days that are not 
approved, they need to cover by themselves.

And of course the local team should notify the hotel of the arrangement 
in advance as well.

What do you think?

> What part of it needs clarification?
>
> So for hackfest attendees we book and manage everything ourself, but
> they still need to mention in their travel subsidy form that they want
> to be sponsored with the exact number of days mentioned.
>
> *Mail to speakers*
> + Please let us know when you plan to attend the conference (Apr 2, Apr
> 3 or both days)
>
> + Can you cover the hotel costs yourself? If not, please fill in the
> travel subsidy form and send it to asia-summit-list gnome org and
> travel-committee gnome org
>
> + Please send us a mail at asia-summit-list gnome org if you want the
> organizers to book your hotel. The apartment details are mentioned at,
> http://2011.gnome.asia/en/p/Accommodation/
>
> Regards,
> Bharath
>
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