Re: Request for budget to update the event box contents

[Elle O <elleoltman gmail com>]

Are the printouts/related stuff already settled/designed? If not then I might have time to do it later this week. 

Unfortunately the engagement group calls are now a little early for me (since I'm in CA), so I'm out of the loop on those and may have missed something. 

Thanks!

On Wed, Feb 7, 2018 at 7:06 PM, Nuritzi Sanchez <nuritzi gnome org> wrote:

Hi Kat, 

On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova <kittykat3756 gmail com> wrote:

In all cases, I will chose the optimum cost-quality options. As the
board suggested that I should group the costs by type of item, the
estimated totals may in some cases be higher than the final
reimbursement request because I'm not keen on getting quotes for pens
and markers ahead of buying them.

That sounds fine. 

 

Laptop: up to £1800
Cables and other hardware: up to £100
Pens, markers, stationary and storage solutions: up to £100
Banner and other display materials: up to £200
1 shipping of the box from UK to France with UPS or DHL for JDLL: up to £150

This request comes at a good time since we were planning on surfacing some other budget requests this year for conferences and events (see our last meeting notes https://etherpad.gnome.org/p/engagement-team-meetings). 

We have been given a budget of $5,000 USD for marketing purposes, so we'll need to request additional funds for this. Knowing about this request and helping you process it will help us maintain travel boxes in the future. For future budgeting purposes, how often do you have to replace items in the travel box? 

 

We had also thought about creating a travel box for the US at some point since the one we had years ago got lost so it's really helpful to see how much you're planning on spending for the European one. 

By the way, what color banner are you planning on buying? Since the Foundation color is green and the project color is blue, we have been encouraging people to try to go for blue when getting banners and things for booths. This isn't a formal policy of course and it'd be great to hear your thoughts on this. 

For print outs, we are trying to have more of a consistent brand. To help with that we have these draft brand guidelines for designers: https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png and https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png

We also have some flyers people can print out here: https://cloud.gnome.org/index.php/s/sKIAXUjmNYgI9rc in case you're interested. 

I am somewhat unclear on who needs to actually make the approval for
this request and how to get reimbursement. If anyone knows, tell me!

I'm the current budget holder, but we'll soon be making a committee to handle requests moving forward so that it's not just one person. 

Here are instructions for how to ask for reimbursement after you have made the purchases: https://wiki.gnome.org/Engagement/Reimbursements. 

Note: this page needs to be slightly updated, but is mostly correct. In this case, you can send the reimbursement request to nuritzi gnome org and cc zana gnome org. 

I would like to update the box contents in time for JDLL without
having a mad rush to get it done at the last second. The board is
deciding on what would need to be done with the old contents.

 

Ok, it looks like JDLL is in late March so we have about 1 - 2 weeks to get this sorted out. Please keep us updated on any other relevant deadlines. 

Thank you for doing all of this, Kat! 

--

Nuritzi Sanchez 

GNOME Foundation 

President, Board of Directors

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