Re: Hotel arrangement

[Bharath Acharya <abharath gnome org>]

On Wed, 2011-03-02 at 09:35 +0800, Pockey Lam wrote:
> 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.

Sounds good. Forward it to the list.

> > 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?

No difference made. I just mentioned that for Hackfest we would surely
be managing it ourselves. For speakers for the conference the committee
would be deciding based on the budgets etc. Then we'll book it for them,
if they have subsidy. No difference between hackfest and conference days
for the people attending the hackfest.

> 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?

No thinking. Exactly what I meant. You just worded the exact same thing
differently that's all :)

Any other thing, let me know.

Regards,
Bharath

> 
> > 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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> > asia-summit-list gnome org
> > http://mail.gnome.org/mailman/listinfo/asia-summit-list
> >
>