Re: committed sponsorships, payments and balancing books of debconf events
[Adjust mailing list to debconf-team]
Hello,
After clicking on send button, I realized it went to -discuss, but I
believe this is more -team topic. I am setting email list properly
here.
2018-04-15 23:21 GMT+02:00 Héctor Orón Martínez <hector.oron@gmail.com>:
> Hello,
>
> I am not 100% certain of all replies here, so if someone thinks I
> might be wrong, please correct me.
>
> 2018-04-06 9:25 GMT+02:00 shirish शिरीष <shirishag75@gmail.com>:
>> I thoroughly admit/confess about debconf event planning works and
>> thought this probably would be the most appropriate way to understand
>> how things work and have it recorded for posterity and historical
>> reference.
>>
>> It is purely an academic pursuit at the moment.
>>
>> I had a look at
>>
>> https://wiki.debconf.org/wiki/Accounting
>>
>> https://wiki.debconf.org/wiki/Budgeting
>>
>> https://wiki.debconf.org/wiki/Fundraising
>>
>> https://wiki.debconf.org/wiki/TravelSponsorship
>>
>> https://wiki.debconf.org/wiki/YearlyBudget
>>
>> and last but not the least https://wiki.debconf.org/wiki/MoneyFlow
>
> This is excellent, I did not even notice those pages before.
>
>> Sadly, it seems most of the content is somewhat outdated but dunno the
>> reasons for that, the usual suspect might be simply lack of time from
>> volunteers.
>
> Indeed, I think the way forward is someone to generalize them, those
> seem to have been created for past DebConfs many years ago.
>
>> The reason I ask is it is not articulated anywhere formally as how the
>> whole the budgeting thing works.
>>
>> Observing from the various interactions on various mailing lists and
>> IRC, this is how it seems to work -
>>
>> 1. Advertise to potential pool of advertisers to support debconf and
>> how they can have value out of that relationship. Many are long-time
>> supporters so that latter part is not shared but implied.
>
> +1
>
>> 2. Sponsors who reply in the affirmative are given invoices. The
>> invoices are similar to IOU https://en.wikipedia.org/wiki/IOU but in a
>> formal sense.
>
> Well, invoices are generated depending on trusted organization invoice
> format. Usually SPI is used for most of the cases (USD), however other
> TO such Debian France (EUR) are used. Then the local organization,
> this year would be OCF.tw (NTD), we also have Debian CH (CHF)
>
>> 3. From the sponsorship money, the debconf-team gets an informal
>> budget from which all expenses, i.e. travel, accommodation
>> sponsorships (probably a big slice of the budget), catering, venue and
>> catering for last dinner night are added in. The idea is usually to
>> have a surplus so that some money is kept for a rainy day. If there is
>> a short in the budget, the DPL is requested to either make the short
>> good from debian's budget although at times a late surge in
>> sponsorship may reduce or cancel that as well. There is also a
>> possibility to reduce the travel and accommodation bursaries as well.
>
> Usually DPL needs to approve a budget for DebConf, then fundraising
> attempts to do all posible to reach the goal, if that's not possible,
> DPL needs to be requested for extra surplus.
>
>> 4. After debconf finishes, reports are shared with the sponsors about
>> both the travel kit as well as how their names were there on the
>> various banners, t-shirts etc. depending upon the sponsorship tier
>> they were in.
>
> Well, yeah, a final report is created and shared with sponsors.
>
>> 5. Sponsors are pinged to get the invoices good.
>>
>> 6. After money is received, money is paid to those who were promised
>> travel sponsorships within the budget prescribed and who had
>> submitted the documents asked.
>
> Debian funds might be taken, so note, there is no dependencies on
> sponsors paying their bits, but it is preferable, some income has been
> made before hand.
>
>> 7. Depending upon when the above is all done, all receipts are done,
>> payments done and auditors auditing the account the debconf final
>> report is presented as matter of public archives.
>
> Well, yeah, in an ideal world that'd probably be true.
>
>> Am I correct in assuming the above flow . I know there are lot more
>> details and about a dozen or more mini sub-steps in what I have
>> shared.
>
> For a start is not too bad, it'd need some polishing and review by
> DebConf chair, also I am not sure if policies are strictly set on that
> regard.
>
>> If the above simplified explanation is true, where should I put up the
>> same, on what wiki page so that's its found with a preferably a link
>> to the discussion topic for future debconf planners.
>>
>> Look forward to know more.
>
> This is great information, it would be great to standarize on general
> workflows in the wiki. Thanks very much for such interest.
> Regarding the place, how about creating a
> https://wiki.debconf.org/wiki/DebConf/DebConf page and start adding
> content there and start moving to subpages stuff that grows?
> There are also plans to move wiki at some point to some where I do not
> know, so maybe we end up having to redo some pages, maybe it is more
> suitable to have a official immutable documents for such things, for
> that I would suggest to write it in markdown syntax, then use
> conversion tool of preference to generate a website.
>
>
>> --
>> Regards,
>> Shirish Agarwal शिरीष अग्रवाल
>> My quotes in this email licensed under CC 3.0
>> http://creativecommons.org/licenses/by-nc/3.0/
>> http://flossexperiences.wordpress.com
>> EB80 462B 08E1 A0DE A73A 2C2F 9F3D C7A4 E1C4 D2D8
>>
>
> Cheers
> --
> Héctor Orón -.. . -... .. .- -. -.. . ...- . .-.. --- .--. . .-.
--
Héctor Orón -.. . -... .. .- -. -.. . ...- . .-.. --- .--. . .-.
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