Re: Hotel arrangement

[Pockey Lam <pockeylam gnome org>]

On 03/02/2011 12:46 PM, Bharath Acharya wrote:
> > 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.
>
> > > 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 :)
Excellent, it's all clear now :) Please share this arrangement with the 
travel committee then, thanks!
> 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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