Summits, Conferences and Meetups workgroup - 2019-12-05

  1. Guus

    Regarding the Hotel - I briefly discussed this in today's Board meeting.

  2. Guus

    I feel that whatever choice we offer is going to have downsides to one person or the other.

  3. Guus

    I'd personally like to avoid spending a lot of effort in finding a replacement

  4. Guus

    But I think it's best to facilitate as many of the XSF members that's possible.

  5. Guus

    In Board, a suggestion was raised that the XSF could sponsor a percentage of the hotel costs.

  6. Guus

    That doesn't mean we can't also search for another hotel, of course

  7. Guus

    But maybe one of both is sufficient to properly facilitate the lion share of members that will be joining us.

  8. Guus


  9. daniel

    Guus: what are this years costs?

  10. Guus

    one sec, table doesn't copy/paste properly

  11. Guus

  12. daniel

    I see. Thanks

  13. daniel

    The extreme unbalance between weekend rates and weekday rates makes this pretty hard to compare. I think on the weekend it might actually be a tad cheaper or at least the same price as the thon in down town for example. So people not staying for fosdem will get a different value out of that.

  14. Guus

    That's the effect from using a hotel in the business district. That dies down in the weekend.

  15. Guus

    Last years weekend was 75, iirc

  16. daniel

    Anyway the overall difference is probably not significant enough to make a big deal out of it. So I'd say hotel is fine for this year

  17. Guus

    Ok, I'll wait for others to pitch in on that.

  18. Guus

    What about the idea to offer some kind of sponsoring to hotel costs?

  19. daniel

    Until we have a proper overview of the finances / cash flow of the xsf I don't have an opinion on that matter

  20. Nÿco

    that's for the board to decide, I guess

  21. Nÿco

    as a member, I think it would be nice that some of our costs are covered

  22. MattJ

    Throwing out an arbitrary figure, I'm quite confident the XSF could cover 20% of the cost for the nights in that table for 15 members (amounts to ~€1500/$1600)

  23. MattJ

    In reality I think we are usually far fewer than 15 members, and many people don't stay the full time

  24. MattJ

    Obviously offering a discount may change that a little

  25. MattJ

    Thinking about attendence at the last summit, maybe we aren't always far fewer than 15 though

  26. MattJ

    A quick scan of the member list and my memory of who attended last year suggests 18 or so

  27. Guus

    Should we sponsor only people staying at the hotel that we arrange, or should extend that to all XSF members that spend time in a hotel in Brussels, during the summit/fosdem?

  28. MattJ

    I think it would be sensible to limit it to just one hotel

  29. Guus

    eg: Daniel already booked something else.

  30. Nÿco

    so it looks to me like Thon EU is fine for this year given our (Guus') time/capacity maybe a change of hotel is to consider, maybe in Oct/Nov next year if the board can cover some costs, that would do, from my point of view

  31. MattJ

    That, or we set a flat cap

  32. MattJ

    I think we should review the finances and have a deeper discussion at the next board meeting

  33. MattJ

    I don't see that anyone is going to object except on the grounds of "does the XSF have enough money?" - which can't really be answered

  34. MattJ

    Peter apologised and said he won't be able to complete the financial reports until after the end of this year, but I'm sure he'd be able to provide us with a rough snapshot of how things currently stand

  35. Guus

    He regularly does

  36. daniel

    i feel like our money can be better spend than paying 20% of an (imho) overpriced hotel

  37. daniel

    to me 4 years ago 20% off still would have allowed me to stay at the thon

  38. MattJ

    still would, or still would not?

  39. daniel

    would not

  40. daniel

    i think we should either (but maybe starting next year) have an official budget alternative OR sponsor certain indivduals to 100%

  41. MattJ

    I don't think the XSF can afford to pay the full accomodation for all members (at the extreme end), but of all the things we could spend money on, I don't see that allowing more people to attend is a bad thing to spend money on

  42. MattJ

    The price of the hotel is unfortunate, but finding a good && affordable hotel in a reasonable location in Brussels isn't easy

  43. MattJ

    If anything it puts pressure on us to find a better one for next year (I think it is likely too late for this year)

  44. daniel

    yeah it's too late for this year

  45. MattJ

    I would like to hear if 20% is enough to enable people to attend who wouldn't otherwise

  46. daniel

    i mean the thing about finding an official budget hotel is that it also makes sponsoring _some_ people 100% easier

  47. MattJ

    My feeling was that it would bring Thon to a level acceptable to more people, but if that's not the case then perhaps a fixed amount per member for any hotel would be better

  48. MattJ

    Having (mostly) everyone in the same hotel helps with various logistics as well

  49. daniel

    20% brings down Thon EU to what i'll be paying this year - which is still a 4* hotel with breakfast in walking distance to the Thon EU - which is a lot more than I would have been able to afford 4 years ago