Re: Increasing the Marketing budget for 2018



Thanks Nuritzi for the detailed answer, it's incredible helpful for me as treasurer. I promise to take a look before my finances catch up with Neil and Rossana on Friday.

Carlos Soriano
GNOME Board of Directors

On 13 February 2018 at 20:17, Nuritzi Sanchez <nuritzis stanfordalumni org> wrote:
Hi Board, 

Per this week's conversation, here is some more information on some of the requests. 

Let me know if you require any more detail or if you have any questions about it!

Best, 
Nuritzi


North America Travel Box

Context: We used to have a North American travel box, but we have tried to retrieve it several times and have been unable to do so. Based on the previous effort made, we have marked it as "lost." Recently, there has been more activity at conferences in the US, and we would like to keep expanding our presence at conferences in North America. We already have a table cloth, but are in need of things like a laptop, display monitor, etc. 

Request: We would like to have a large box that we can ship around the US when needed, and also a small box that can be sent if there is only need for basic things like a tablecloth, flyers, and stickers. The total estimated cost for both boxes is $3,350 USD and is based on Kat's European box estimate. 

Here is the breakdown for the North American box costs:

ItemsCost in USD
tablecloth - we already have this (donation from Endless)$0.00
laptop$2,000.00
display monitor and cables$250.00
Pens, markers, stationary and storage solutions$100.00
banner to hang on wall & something to hang it with$250.00
1 big box to hold everything$100.00
shipping for box (for shipping 6 times at $100 each time)$600.00
1 small box for tablecloth and stickers$50.00
TOTAL for North American Boxes$3,350.00


The important thing to note is that these are "up to" amounts. I've never put together a box, so I'm just going off of what Kat said the costs are for her. We may actually need more things like a cash box and other things that the European box has... but $3,350 seems like a good amount to work with. 


Use: Here are some cases where we think it will be used this year: 
  • SCALE 16x, Nuritzi 
  • Ohio Linuxfest, Meg's contacts
  • Flourish, Meg's contacts
  • All Things Open, Michael Hall
  • Linuxfest Northwest, Sri
... but maybe if we advertise we have a box, there will be more requests. 


Other conference costs

Context: We would like to support more people representing us at conferences around the world. We have already had 2 requests for conferences this year and we'd like to encourage more activity. 

One of the things that came up in the Engagement team calls is the question of giving away SWAG. We agreed that the only SWAG we think should be given away for free would be stickers; however, we think that things like t-shirts or other items might be purchased and be given to participants strategically. For example, we may want to ask people to post about GNOME on social media, or participate in some activity at the conference in exchange for some SWAG. We will also still encourage people to sell things like shirts, but the Engagement team would like to reserve the right to decide on these things themselves on a case by case basis. 

Request: Our goal would be to encourage up to 10 of these events to happen, so we are requesting a budget of $5,000 for this line item ($500/conference). 

Example cost:
Here is a sample cost for a conference: 

ItemNotesQtyCost
Table top signTable top sign with the GNOME logo and things like t-shirt sales info, free give aways. Made out of foamcore, so probably not very reusable1$25.00
Misc office suppliesthings we may need to put up signs or otherwise maintain the GNOME booth$50.00
Flyers & printed materialsflyers and leaflets about GNOME100$150.00
T-shirtsbuy at $10/shirt, sell for $15 non-member, $10 members25$250.00
TOTAL$475.00
This example is based on my previous costs for running the SCALE 15x booth last year.

In this case, the t-shirts would be sold, so the Foundation may end up getting money back in return. Also in this case, the group would request the travel box with things like display monitors, a table cloth, stickers, etc. There may be instances where the $500 would go towards something like giveaway pens and flyers instead -- it would really depend on a case by case instance and we'd talk to the organizer to hear what he or she needed. 



On Tue, Feb 13, 2018 at 3:03 PM, Nuritzi Sanchez <nuritzis stanfordalumni org> wrote:
Hi Board,

Before I begin, I wanted to say that I'm sending this email with my Engagement Team hat on to avoid confusion. I'm still learning how to change hats effectively, so advice on how to keep improving that is welcome!

Request: on behalf of the Marketing team, I'd like to ask the Board for a marketing budget increase of $11,370 USD. Since the board has already approved $6,000 USD for 2018, my request means that the total marketing budget for 2018 would rise to $17,370 USD. 

Here is a summary of how we would use the budget: 

ItemDescriptionCost (USD)
Stickers8 distribution centers$3,906.00
Shipping costs for stickers for local outreachShipping can cost between $10 and $25 $500.00
ConferencesSupposing we have a budget of $500 for 10 conferences this year$5,000.00
Travel box for Europe$3,300.00
Travel boxes for US$3,350.00
GNOME Socks for FOSDEM$1,314.00
MARKETING TOTAL$17,370.00


The major thing that changed here is supporting conferences worldwide this year and handling the recent requests for travel box refreshes. 

We also hadn't taken into account FOSDEM costs and are trying to figure out how to integrate that better next year. The costs for FOSDEM have already occurred, so we are adding them to the budget retroactively. I believe that Bastian sold the socks, so some, if not all, of the money that we fronted there would be recovered.

Relevant deadlines: 

March 7th - SCALE 16x is happening on March 7th and I'd love to have the US box up and running by then since we are trying to run a GNOME booth again there this year. I would need enough time to purchase things before I leave for the conference.

March 24th - Kat is hoping to have the European box ready and shipped in time for the JDLL conference on the 24th of March. This means that we should try to respond to her request asap so that she can buy all the things she needs. 

I am hoping Allan can help chair this item in the agenda today so that I can represent the Engagement team. 

Since this is the first time we're putting in place the new policies, and also potentially allocating a larger budget to Marketing needs, I recognize that there may be hiccups and I will do my best to provide any additional information you need, or else come back to the Board with more information soon after our call. 

Thanks in advance for your collaboration on this!

Best, 
Nuritzi

.............................................................................

Nuritzi Sanchez  |  +1.650.218.7388 |  Endless 



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Nuritzi Sanchez  |  +1.650.218.7388 |  Endless 

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