Richard Darst: DebConf budgeting for a single conference
For DebConf10, we get our venue "for free" thanks to the support of the Columbia Computer Science department. However, we had to pay for guard costs after building hours, and custodial costs. For custodial costs at least, we had to go through many layers of bureaucracy, and people kept insisting it would be more than they quoted. (It ended up being about half, since DebConf attendees were so responsible!)DebConf sponsors many attendees. This means that all their food and accommodation costs are paid by us. We have sponsored registration and reconfirmation deadlines to set a maximum of the number of people we have to sponsor, but people are continually dropping out and it's hard to know just how many people to reserve for. Sponsored people won't always eat every meal with us, and usually won't decide until the day before - so figuring out food amounts is hard, too. Furthermore, we have unsponsored people who will want food and accommodations (paying themselves) which we must somehow plan for.Different venues operate on different payment rules. This year, CU Housing was fairly strict on asking for attendee counts and room assignments two weeks in advance. Then, as time gets closer, they got more flexible, and in the end told us that they will, in fact, only charge based on number of people actually attending - a huge win for us. Similarly with CU Dining, we had to go through great lengths to make sure that we would pay only for meals we ate. At CU, food had to be paid in advance, but accommodation and other costs are paid afterwards.We have to guess how much will be spent on miscellaneous supplies once DebConf starts. We have to then decide how much to spend on extras such as the day trip or conference dinner, and how to sponsor those, if possible.Debian (and thus DebConf) has money held in trust in many currencies in different accounts. Different sponsors will pay to different currencies, depending on what is convenient for them. This means that we need to consider fluctuating currency conversion rates, and decide if and when to transfer money. In general, DebConf hasn't transfer money just to make sure the DebConf-tagged money gets spent first. Some surpluses are best left in other countries to help pay future travel sponsorship since it is expensive to move money out of the country. Some conferences may result in a net movement of money from USA to Europe (more donors in one, more expenses in the other), some the other way around.Travel sponsorship is in the form of reimbursement. These can take many months to have the documentation received from attendees and the reimbursements all sent out, and thus finalizing the budget and surplus for next year.The overall principle we've tried to stick to is plan for a balanced budget in the worst case scenario, and then be happy when it ends up better than that.
At the DebConf&Debian BOF, someone mentioned how budgeting for any (free software) conference is hard. I think that's certainly true. Some of the registration fluctuations could be made easier by being less flexible, but DebConf wants to serve our attendees even if it is a bit of extra work for us. Each DebConf will have its own ways budgeting is difficult, but things have always work out, and usually with a bigger surplus than we were expecting.Tags: debconf





This post concerns Romanian politics, internal affairs and improper direction of public funding for new hideous churches in spite of education, culture, health, technic development and old monuments. Thus I will write this in Romanian. Curious foreigners can try to read the text via 



This fragment of code was extracted from a direct-to-MX PHP spam cannon installed on a customer server. Yes, it contains a real DNS stub resolver written in PHP (which abuses the promiscuous cache of a local large ISP).
During DebConf, I managed to squeeze out of the middle of everything for long enough to write a column, a short article for a participation I have every three months, for Mexican
Sadly, I cannot find this book in English, as it is very well worth a read. But if the topic sounds interesting and you can understand the language, don't hesitate and pick up the book. It gives an interesting insight on the topic, for a group of people (us techies) used to looking at things in a much more human-cognitive-process-oriented way.
[update] I found this nice
An EOF analysis of annual Irish rainfall (first principal component). We see increased rainfall, with a shift
point around 1978.
long time no RC bug posting. in july I was at the
DebConf launched with a bang the day I arrived
DebConf10 ended 2 weeks ago, I m back in Bosnia and I needed some time to recalculate everything that happened to me in last month
This was my third time in NYC, and NYC as a city never left me empty handed, in every possible sense! And am seriously considering option of moving back one day, whether to get my Masters/phD or just do work we ll see what future holds for me
DebConf10
I was in organization team for DebConf10, but if you put me aside, what s particularly interesting is that there was a total number of 7 Bosnians on DebConf10, two of which were government officials. I must note this wasn t our complete team, and what s most important of all is that they all pretty much volunteered as much as they could, of course, besides good will to help Debian, but also to at least somehow prepare themselves for organization of DebConf11.
It s also worth noting that this was their first DebConf, and I as a leader of the team must say I m proud on how well they performed. I m sure by being highly active in volunteering they have learned as much as they could when it comes to how it s done and were able to see good and bad sides of DebConf10 organization team.
Of course, I d also like to thank DebConf10 team for their superb work, perfect Venue selection, their hospitality and being incredibly friendly and helpful to all of us. As I said in one of my lectures, it s kinda unwritten rule that every next DebConf has to top the previous one, and that being said it s going to be almost impossible to compete with this year bid, but being Bosnians we re up for the challenge
Before anything, I d like to thank Government of Republika Srpska for their full financial support, which was one of the preconditions to even get this bid. With their full support + sponsors, we ll be able to get great amount for sponsorships, for you to come to Banja Luka from the most remote places, and also in case you need visa for them to help you in getting one. Government support is just too precious in any way you want to take it.
We would also like to invite you to DebConf11 in Bosnia (Banja Luka) next summer, we also invite all of you to our communication channels (mailing list, irc) since we would really like to get involved as many people as we can. Besides all of you enjoying DebConf11 next year, we would like you to help us in giving directions since we re a young team
Besides Debian people, I d like to invite anyone who think he/she could help, or want to get involved, especially individuals/organizations/LUG from whole region!
It s also important to stress that in all of our communication means, we do speak English, so please do not hesitate if you have any sort of question/suggestion/whatever.
For those interested in next DebConf11, most important page you should follow is our wiki page, where you can find all information and which we keep updated in timely manner:
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