Re: [Debconf-team] Letter from NGO DIVA
On Wed, Jul 6, 2011 at 8:47 PM, Richard Darst <rkd@zgib.net> wrote:
> Hello,
>
> I am one of the DebConf global team members, and have been involved in
> DebConf since 2009, working with the global logistics regarding
> registration, accommodation, budget, etc.
>
> This year, the global team has had very little contact with local
> logistics, thus, we have not been able to really know what is going on
> (despite our repeated requests to help). Now that we have your
> contact information, I hope that we can work directly together and
> work out the different problems.
>
> Since there is so much we don't know about local logistics, first we
> need to know what the exact situation is locally. Since we don't know
> the local details, it is hard to do things. As someone once said,
> "DebConf is not like another conference, in almost any way
> imaginable". This is why normally the DebConf local and global team
> handles most of the planning - we have experience and know what to
> expect.
>
> Our global team would be happy to work with you directly - you could
> call me or some of our other global team members and we can discuss on
> the phone to rapidly clear up a lot of things.
>
> Please see below for questions and answers.
We are happy as well we can talk directly and solve some of the issues
we are going to encounter. We believe it'll be much easier once you're
all finally here and can talk to each other face to face.
> On Wed, Jul 06, 2011 at 05:02:31PM +0200, NVO DIVA wrote:
>> Dear and respected,
>>
>> We comprehend this conference as a mutual project between Debian team
>> and DIVA and we're sending this email in aim to resolve all possible
>> and/or current issues so we could organize DebConf11 the best way we
>> could possibly do. There are changes we would like to let you know
>> about and changes we would like to discuss with you, as we would not
>> like these changes to harm DebConf11 organization in any way.
>>
>> For the needs of this conference we reserved three hotels, Hotel Bosna
>> as main hotel from 17th to 31st and Hotel Vidovic and Hotel Palas from
>> 24th to 31st. Price we managed to negotiate with hotel Bosna is 38€
>> while Vidovic is 18€ and Palas is 23€. As we reserved Hotel Bosna from
>> 17th we planned to accommodate DebCamp attendees in this hotel and
>> rest of the attendees (DebConf) from 24th to Vidovic and Palas. We
>> didn't expect DebCamp attendees number to be so high and we didn't
>> think that attendees would be arriving everyday, these things have
>> greatly enlarged our expenses.
>
> These prices match what we were told. Could you confirm how many
> rooms we have available? Is there a block reservation, or will you
> reserve them per-night when we have people?
DIVA made a block reservation of these hotels couple of months ago,
Vidovic and Palas are completely reserved from 24th to 31st.
Hotel Vidovic - capacity they gave us:
60 people in case they are in room by themselves in double beds.
or
101 people in case they are two or more people in those same rooms as
they have rooms with more beds.
Hotel Palas - capacity they gave us:
69 rooms: 18 double and 49 single
Hotel Bosna is 17th to 31st and capacity we have with them is 80
double and 40 twin, and it can all be used as single bed.
Note: all rooms will be payed depending on how many people is in them,
that is per person.
More information about this you have on this url:
http://wiki.debconf.org/wiki/DebConf11/Accommodation
> Our estimated DebCamp and DebConf numbers have been available here:
> http://rkd.zgib.net/http/debconf/only-reconfirmed/rooms-by-date-2.txt
>
> This is a fairly standard pattern for DebConf and DebCamp: the number
> of people at DebCamp slowly increases during the week. Many people
> arrive a day or two early for DebConf, to use the time to informally
> work.
>
> These numbers are less than last year, but increased by the strong
> emphasis on getting as many Bosnians to attend as possible.
This is all fine.
>> Government of Republika Srpska gave us a guarantee to 150.000€. Please
>
> We had originally heard that we would have 150.000€, and then heard
> that was no more and instead they would cover "all costs". Either way
> is fine, but if it is 150.000€, we need to know and then we can
> include it in our budget.
>
> Are there any conditions on the use of this money which we should be
> aware of?
This number would cover the costs of the conference but the problem is
that Hotel Bosna our main Hotel is much much pricier from the other
two hotels and they are all same category. And by this list we would
have to put most of the people in Hotel Bosna and we suggest to move
one group from Hotel Bosna to Hotel Vidovic/Palas on 24th.
>> do note that besides paying expenses for accommodation and food for
>> all the attendees that requested the same in this number there is also
>> the cost of Venue (which is incredibly expensive); our own organized
>> transport with buses/shuttles; DayTrip; T-Shirts/bags/printing; use of
>> pools; transport and accommodation for reputable guests from Google
>> and Canonical and as well as the accommodation of whole DIVA team.
>> Members of NGO "DIVA" have done all their work for 2 years now on
>> volunteer principles without any charges and all expenses we had so
>> far to organize it all we covered using our own financial resources.
>
> It would help us if we knew these costs. Right now we know of:
>
> - Hotel costs (as above)
> - Food, 7.5€ per meal
>
> We thought the venue was free - can you please tell us costs
> associated with the venue?
>
> We don't know costs of buses/shuttles, the day trip, t-shirts, pools,
> or any of these other costs. I have asked many times for what the
> local costs would be, but never heard anything from the DebConf local
> team. The sooner you can tell us about the costs, the sooner we can
> make a good budget.
>
> Normally, the DebConf team would know our budget, and expenses, and
> balance it out. It is late, but we can try it now.
We cancelled the organized transport as it's too complicated because
people are arriving every single day. The only person/group we will
send the transport for is Otavio. Venue is a very pricey building and
it's cultural center of Banja Luka we have it rented for 2 weeks
(including security) for 100.000km, also please do note that it was
not easy to rent this building as it was given to us on DIVA's
reputation.
>> Today we got a list of attendees that require accommodation/food, from
>> very beginning we planned this whole conference using certain
>> statistics and the number of attendees we got today is not congruent
>> with the statistics/number we had, and we would like ask for your
>> advice. Please help us to overcome this problem by either edit list or
>> to help us with some of the financially expenses.
>
> It is normal for the numbers of people to change a lot. Our
> experienced team works with the hotels, venues, etc., to handle these
> things, everything from budget to hotels to venue.
>
> What numbers of attendees were you told, and when?
We were aware of this number this whole time but the problem is that
they are arriving to the most expensive hotel and they would need to
be moved, all as mentioned above.
> I am very sorry if the conference was dumped on you as a "here, please
> arrange this". I hope that we can work together to combine our
> experience with running DebConf, and your knowledge of local
> facilities, to make DebConf11 a success.
>
> Since the main problem seems to be the budget, I think it would be
> best for us to hear what all the expected costs are, and then we can
> tell you what we can afford or not afford based on our expected
> budget.
>
> Does this sound like a good plan?
It sounds as a good plan, we only mentioned cost of some of the things
and this projects what our real costs are. We are happy that you
understood that DIVA is making such effort to make it all happen and
as it seems now from what we see from this budget we won't be able to
cover up our own personal expenses made during these last two years.
> Thank you very much for your time and support of DebConf11,
>
> - Richard Darst
>
> --
> | Richard Darst - rkd@ - boltzmann: up 715 days, 14:49
> | http://rkd.zgib.net - pgp 0xBD356740
> | "Ye shall know the truth and -- the truth shall make you free"
> _______________________________________________
> Debconf-team mailing list
> Debconf-team@lists.debconf.org
> http://lists.debconf.org/mailman/listinfo/debconf-team
>
Thank you,
Best regards,
President Josic Dzemila
NGO DIVA
2011/7/6 Richard Darst <rkd@zgib.net>:
> Hello,
>
> I am one of the DebConf global team members, and have been involved in
> DebConf since 2009, working with the global logistics regarding
> registration, accommodation, budget, etc.
>
> This year, the global team has had very little contact with local
> logistics, thus, we have not been able to really know what is going on
> (despite our repeated requests to help). Now that we have your
> contact information, I hope that we can work directly together and
> work out the different problems.
>
> Since there is so much we don't know about local logistics, first we
> need to know what the exact situation is locally. Since we don't know
> the local details, it is hard to do things. As someone once said,
> "DebConf is not like another conference, in almost any way
> imaginable". This is why normally the DebConf local and global team
> handles most of the planning - we have experience and know what to
> expect.
>
> Our global team would be happy to work with you directly - you could
> call me or some of our other global team members and we can discuss on
> the phone to rapidly clear up a lot of things.
>
> Please see below for questions and answers.
>
>
> On Wed, Jul 06, 2011 at 05:02:31PM +0200, NVO DIVA wrote:
>> Dear and respected,
>>
>> We comprehend this conference as a mutual project between Debian team
>> and DIVA and we're sending this email in aim to resolve all possible
>> and/or current issues so we could organize DebConf11 the best way we
>> could possibly do. There are changes we would like to let you know
>> about and changes we would like to discuss with you, as we would not
>> like these changes to harm DebConf11 organization in any way.
>>
>> For the needs of this conference we reserved three hotels, Hotel Bosna
>> as main hotel from 17th to 31st and Hotel Vidovic and Hotel Palas from
>> 24th to 31st. Price we managed to negotiate with hotel Bosna is 38€
>> while Vidovic is 18€ and Palas is 23€. As we reserved Hotel Bosna from
>> 17th we planned to accommodate DebCamp attendees in this hotel and
>> rest of the attendees (DebConf) from 24th to Vidovic and Palas. We
>> didn't expect DebCamp attendees number to be so high and we didn't
>> think that attendees would be arriving everyday, these things have
>> greatly enlarged our expenses.
>
> These prices match what we were told. Could you confirm how many
> rooms we have available? Is there a block reservation, or will you
> reserve them per-night when we have people?
>
> Our estimated DebCamp and DebConf numbers have been available here:
> http://rkd.zgib.net/http/debconf/only-reconfirmed/rooms-by-date-2.txt
>
> This is a fairly standard pattern for DebConf and DebCamp: the number
> of people at DebCamp slowly increases during the week. Many people
> arrive a day or two early for DebConf, to use the time to informally
> work.
>
> These numbers are less than last year, but increased by the strong
> emphasis on getting as many Bosnians to attend as possible.
>
>> Government of Republika Srpska gave us a guarantee to 150.000€. Please
>
> We had originally heard that we would have 150.000€, and then heard
> that was no more and instead they would cover "all costs". Either way
> is fine, but if it is 150.000€, we need to know and then we can
> include it in our budget.
>
> Are there any conditions on the use of this money which we should be
> aware of?
>
>
>> do note that besides paying expenses for accommodation and food for
>> all the attendees that requested the same in this number there is also
>> the cost of Venue (which is incredibly expensive); our own organized
>> transport with buses/shuttles; DayTrip; T-Shirts/bags/printing; use of
>> pools; transport and accommodation for reputable guests from Google
>> and Canonical and as well as the accommodation of whole DIVA team.
>> Members of NGO "DIVA" have done all their work for 2 years now on
>> volunteer principles without any charges and all expenses we had so
>> far to organize it all we covered using our own financial resources.
>
> It would help us if we knew these costs. Right now we know of:
>
> - Hotel costs (as above)
> - Food, 7.5€ per meal
>
> We thought the venue was free - can you please tell us costs
> associated with the venue?
>
> We don't know costs of buses/shuttles, the day trip, t-shirts, pools,
> or any of these other costs. I have asked many times for what the
> local costs would be, but never heard anything from the DebConf local
> team. The sooner you can tell us about the costs, the sooner we can
> make a good budget.
>
> Normally, the DebConf team would know our budget, and expenses, and
> balance it out. It is late, but we can try it now.
>
>
>> Today we got a list of attendees that require accommodation/food, from
>> very beginning we planned this whole conference using certain
>> statistics and the number of attendees we got today is not congruent
>> with the statistics/number we had, and we would like ask for your
>> advice. Please help us to overcome this problem by either edit list or
>> to help us with some of the financially expenses.
>
> It is normal for the numbers of people to change a lot. Our
> experienced team works with the hotels, venues, etc., to handle these
> things, everything from budget to hotels to venue.
>
> What numbers of attendees were you told, and when?
>
>
> I am very sorry if the conference was dumped on you as a "here, please
> arrange this". I hope that we can work together to combine our
> experience with running DebConf, and your knowledge of local
> facilities, to make DebConf11 a success.
>
> Since the main problem seems to be the budget, I think it would be
> best for us to hear what all the expected costs are, and then we can
> tell you what we can afford or not afford based on our expected
> budget.
>
> Does this sound like a good plan?
>
>
> Thank you very much for your time and support of DebConf11,
>
> - Richard Darst
>
> --
> | Richard Darst - rkd@ - boltzmann: up 715 days, 14:49
> | http://rkd.zgib.net - pgp 0xBD356740
> | "Ye shall know the truth and -- the truth shall make you free"
>
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