Hey all,

Let's go ahead and proceed with both events since it seems like everyone has a consensus that the benefits are there. If everyone is comfortable with the budget, then I say do it.


On Fri, Jun 17, 2016 at 12:46 PM, Stephen Gallagher <sgallagh@redhat.com> wrote:
On 06/17/2016 12:09 PM, Remy DeCausemaker wrote:
> On Jun 17, 2016 11:16 AM, "Stephen Gallagher" <sgallagh@redhat.com
> <mailto:sgallagh@redhat.com>> wrote:
>> On 06/17/2016 10:28 AM, Brian (bex) Exelbierd wrote:
>> > Hi All,
>> >
>> > Rafal, Filip and I have been working hard on the evening activities.
>> >
>> > The current proposal is the following:
>> >
>> > 2 August - Game Night at the Hotel and a City Tour 3 August - 3 hour dinner
>> > cruise (200 ppl) 4 August - Buffet Dinner and Beer tasting at Browar Lubicz
>> >
>> > We would like to hear you feedback on these?  Do we need all three evenings
>> > to have an activity?  Essentially we have a choice.  If we cancel either the
>> > cruise or the brewery we can shift 6-8 thousand dollars ($6000 - $8000) into
>> > the travel subsidy budget.  Would you rather have one activity and a greater
>> > subsidy budget or 2 activities?
>> >
>> Let's assume for the moment that we made the upper end of that ($8000) into a
>> travel subsidy. Do we have numbers on the average cost of a subsidy? Would this
>> enable us to subsidize five additional travelers? Ten? Twenty? I think that
>> makes a difference. If it enables us to get a lot more people to the conference
>> who would like to attend, then there's real value in that. However, if cost of
>> travel and lodging is so high that it's a minimal difference (say, five or fewer
>> additional subsidies), then it's probably worth it to keep the activities instead.
> As one of the folks running the calculus on travel, I'd say "it depends." On the
> high-end, APAC travelers can cost 3k+ in some cases. On the low end, the
> (hopefully happening) bus from Brno or a train ride + hotel could be <1k per
> traveller.

OK, but we are still talking about a realistic upper limit of eight additional
attendees. I'd be pretty comfortable (personally) saying that's an insufficient
advantage over the evening entertainment.

I just figured it made sense to know what the actual advantages would be for
deciding one way or another. With the numbers as they are, I think making the
experience more enjoyable for the people who are coming outweighs the alternatives.

> Since we are already *significantly* investing in travel, at some point we need
> to ensure the quality of the experience over extra quantity of attendees. I
> think cancelling *all* the evening events would be hugely detrimental to morale,
> and should not be considered an option.

I didn't say "all" events. The number above was for just one or the other.

> One of the big benefits of choosing Krakow was that spending on evening events
> would be cheaper than prohibitive venue costs from other bids like France. If we
> forgo this then we might as well just book the nearest cheapest hotel to an
> airport hub, and call it done next time...
> There are other regional events that folks who cannot make it to Flock this year
> can attend, and likely other Flocks in the future too.
> Please don't cancel the boat,
> --RemyD.
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