[Sotm-asia] Next meeting and quick review

Thu Jul 4 04:29:21 UTC 2013

Hi Alex,

I think one problem organizing SotM-Asia will be, that you can't make any
big commitments like scholarships or extra cheap tickets until you have not
sponsors for that. But sponsors tend to be late (or at least the payments
are late). Then it's usally too late though to start scholarship program or
change the ticket prices.

While OSMF is able to pay some initial costs, because they have usually
some budget leftover from previous years, SotM had to start from zero, and
if there are any costs like payments to reserve a venue, someone had to be
able to do this.

In general financials are one thing we need to clarify before, because this
won't be a national event but involve several local chapters, and of course
we hope to continue this every year. So how would it be possible to
transfer profits from one to the next year, how to handle eventual risks,
etc.. I don't think OSMF would help as their primary event is the main SotM
conference.

I have no answer for the financials, but I think it would be good to
involve all local chapters (not only the organizing country) to find
sponsors. It would be also good, that a local team doesn't need to start
from scratch every year. Examples like FOSS4G Japan, FOSSGIS Germany, also
SotM etc. show that if there is a core team joining the conference
organization every year, then things work more smooth and help to avoid
expensive professional organizers. A not so good example in my opinion is
FOSS4G.

The German FOSSGIS started even last year to pay one person from the
community to manage the organization as a part time involvement. I think
this worked well and like this also unpopular tasks get done in time ;-)
The question here again would be, how to pay without an initial budget. And
of course it would be good if this person is going to do this job also in
the next years.

Just a few thoughts.
Daniel

On Thu, Jul 4, 2013 at 12:49 PM, Alex Rollin <alex.rollin at gmail.com> wrote:

> Bogor, Indonesia Venue Wiki Bid Updated
>
> http://wiki.openstreetmap.org/wiki/State_of_the_Map_Asia_2013/Call_for_Venues/Bogor
>
> Of note -
> * Caterer Identified (1.50USD/portion) (estimated total of 6USD/person/day
> food cost)
> * Potential Dedicated Prmiary Venue Identified 110m2 (1200sqft)
> (200USD/Day, 1USD/Person/Day) (Internet on Site) (Negotiations begin Monday)
>
> Discussion Page
>
> I am building a potential list of sponsors and readying to reach out to
> them for preliminary invitations. I would very much appreciate learning
> from previous SOTM activities about this. On my list so far:
>
> Development NGOs using GIS
> GIS Tech, Survey, Software companies
> GIS Stats and Development within Government
> Universities with GIS curriculum
>
> Do other chapters have outreach plans in place for the conference? Can I
> learn something from others about reaching out to schools and
> organizations, inviting them to the conference?
>
> I created a talk page  to discuss these questions and more:
>
> http://wiki.openstreetmap.org/wiki/Talk:State_of_the_Map_Asia_2013
>
> Thank you for your ideas and feedback!  The notes from the chat were MOST
> helpful. I really really really appreciated being able to read those.
>
> Kate, feel free to give me a call if you'd like to match up on anything (
> 081281776145). I almost called you this morning in my state of excitement,
> but realized it was 6AM and that it would be rude.  Stay in touch!
>
> Alex
>
>
>
>
> On Thu, Jul 4, 2013 at 7:13 AM, Daniel Kastl <daniel at georepublic.de>wrote:
>
>> Thanks, Alex!
>>
>> I think we should also make sure, that at least 1 person involved in each
>> venue proposal is able to attend each meeting.
>> So this would be Bogor and Bangkok right now.
>>
>> @Sarawut: I guess you're also quite busy with your regular job. Do you
>> think you can manage to add the "Call for venue - Bangkok" Wiki page until
>> the next meeting ... which might be even tomorrow. Right now tomorrow has
>> the most convenient time slot for the majority of the people signed up at
>> the Doodle poll so far. It would be also nice, if the local team in Bangkok
>> would be more than 1 person, so you can share the tasks.
>>
>> Daniel
>>
>>
>>
>>
>>
>>
>>
>>
>> On Thu, Jul 4, 2013 at 8:59 AM, Alex Rollin <alex.rollin at gmail.com>wrote:
>>
>>> A reminder to check out the poll for the next meeting time:
>>> http://www.doodle.com/qyw45bp2w5r2wnnp
>>>
>>> I am travelling the next 2 days but will make every effort to attend
>>> should the meeting be placed on Friday or Saturday.
>>>
>>>
>>>
>>> --
>>> Alex
>>>
>>>
>>> On Tue, Jul 2, 2013 at 12:21 PM, Daniel Kastl <daniel at georepublic.de>wrote:
>>>
>>>> Hi all,
>>>>
>>>> Thanks for the Skype chat yesterday!
>>>> I think we ended with several open questions, so I think it would be
>>>> good to not wait so long for the next meeting.
>>>>
>>>> Therefor I have created a new Doodle poll:
>>>> http://www.doodle.com/qyw45bp2w5r2wnnp
>>>> Personally I don't know yet, if I could attend on Monday. So if you
>>>> think these are inconvenient options, just let me know and we can add more
>>>> (and better ones).
>>>>
>>>> I think some to-do list until the next meeting would be:
>>>>
>>>>    - A "Call for Venue" page for Bangkok:
>>>>    http://wiki.openstreetmap.org/wiki/State_of_the_Map_Asia_2013/Call_for_Venues
>>>>    - Collect information about accommodation in Bogor and Bangkok
>>>>    - Find a way how to finance the event
>>>>    - How to manage the risk?
>>>>    - How to handle profit? (especially in case of a joint event with
>>>>    FOSS4G)
>>>>    - What would be the best conference calendar (weekends, working
>>>>    days, optional events before and after, ...)
>>>>    - Which dates would be possible in Bogor and Bangkok?
>>>>
>>>> Here once more the link to Hackpad:
>>>> https://hackpad.com/SotM-Asia-Venue-discussion-6cIv1RmFqKv
>>>>
>>>> As Maning said, the Philippines would be interested to host SotM-Asia,
>>>> but would probably prefer the year after to have more time for
>>>> preparations. I think this is good.
>>>>
>>>> Anything else?
>>>>
>>>> Daniel
>>>>
>>>> PS: if we could manage to use Skype phone call rather than chat next
>>>> time, this might allow to make the meeting a bit shorter and more
>>>> efficient, I think.
>>>>
>>>>
>>>>
>>>>
>>>> --
>>>> Georepublic UG & Georepublic Japan
>>>> eMail: daniel.kastl at georepublic.de
>>>> Web: http://georepublic.de
>>>>
>>>> _______________________________________________
>>>> Sotm-asia mailing list
>>>> Sotm-asia at openstreetmap.org
>>>> http://lists.openstreetmap.org/listinfo/sotm-asia
>>>>
>>>>
>>>
>>> _______________________________________________
>>> Sotm-asia mailing list
>>> Sotm-asia at openstreetmap.org
>>> http://lists.openstreetmap.org/listinfo/sotm-asia
>>>
>>>
>>
>>
>> --
>> Georepublic UG & Georepublic Japan
>> eMail: daniel.kastl at georepublic.de
>> Web: http://georepublic.de
>>
>
>
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-- 
Georepublic UG & Georepublic Japan
eMail: daniel.kastl at georepublic.de
Web: http://georepublic.de
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