Thank you for doing this Máirín!
On Thu, Apr 20, 2017, at 06:09 AM, Máirín Duffy wrote:
As we discussed in a meeting earlier today , I worked on putting
together how the regcfp registration / financial assistance request
system might look accounting for some of the new requirements / ideas /
etc. that were expressed by council members on how we'd like to run
Flock this year.
This is not a complete set of mock ups (I have some questions to ask
before I can mock up the final page and a few cases need to be mocked
up, and I forgot halfway to mark required fields, and a random thing I
just thought of is super emphasizing their email address and that they
need to be contactable, still need to do that), but I think it's enough
to seehow the requirements might affect the registration process and the
scope of some of the regcfp changes that might be needed to make for a
Let's walk through the mockups:
Page1 - Initial screen, basic details
A little letter up front to talk about the changes since last year with
some rationale. I made up stuff where I didn't know what to say. This
text needs to be drafted / bikeshedded :)
In general, I like all of the text you have come up with, so far.
I suggest the following small modifications:
* Flock now has a nominal registration fee. The goal of this fee is to
decrease the number of no shows. The fee doesn't even begin to cover
the cost of attendance, however when registered attendees do not show up
we lose money on them through things like food commitments, swag
printing, etc. These fees will be used to offset food and other costs.
The fees and expenses will be visible in the [Fedora
We are scaling the fee because not all parts of the world have the same
economic levels. What is a nominal fee in one country can be very
expensive or very cheap in another. We rely on the honesty and
integrity of our community to select the appropriate nominal fee below.
Note: Not every country in the world is listed. We are scaling using a
purchasing power parity index so we had to use the data we could get.
If your country isn't listed, please choose a country or region with a
similar economic situation.
There will be no registration fee for onsite registration, however you
will most likely not be able to attend to any of the evening activities
or take advantage of any of the catered food. This is because we set
our commitment and planning numbers based on registrations.
* If you are requesting ... [Add sentence] It is possible to include the
registration fee in your funding request.
Suggested Deadline: Closing date of the CFP.
Below this, some basic initial stuff to be filled in.
Can we save partially-filled out registrations? E.g., I fill out
everything and get to the travel pricing section and realize I don't
have enough time to do the pricing research right then and there? (IF
not, we need to make more of an effort to make sure up front users have
time to finish it all, and perhaps move the travel stuff forward a
screen so they get to it sooner.)
This was part of the reason I was suggesting that the funding request be
in a separate system or screen.
If there's an error in someones displayed name from FAS, where do we
want to point themin order to get it corrected?
They should have to fix it themselves in FAS. I'd rather not have the
flock-committee also be the fas-fixing infra ticket filing team. Let's
point them to the FAS link.
For the field where we ask registrants why they want to attend - are we
asking that of everybody or just those requesting financial assistance?
The registration fee / payments:
- What is the registration fee going to be used for? (Swag?)
-Do we require payment of this to submit the registration form,or is
paid later, with any financial assistance copayment as well?
- Is it required for any registrations whether or not you end up going
(you may change your mind if yourtalk isn't accepted) or is it non
- ^^ Whatever the answers here I think we should make it clear with
language in the form around the registration fee itself.
- Registration due date - does this apply to registration itself or
registration + payment, considering next question -
- Can you wait to pay until you find out whether or not your financial
assistance request was accepted? (A reasonable thing to want to do?)
Country selector box: We should repeat the language about choosing an
appropriate region/country if yours isn't listed, here.
Country/Fee proposal: (based on the 23 Jan 2017 data set from
) is at the bottom.
Page2 - social details, personal reqs
Is blog url used for checking funded participants event reports or is it
on badge too?
Neither. I suggest we dump this field.
Is it ok to make the Twitter field either/or Twitter or Mastodon?
I suggest we dump this field. Instead, if people want this (or the
blog) on their badge they can put it in the extra line field.
What is the deal with t-shirts / swag? Are we using reg fee to make
them? Or is there a charge? Or are they offered to allattendees? Or...?
Unknown. For the purposes of registration we just need their size in
case we need to predict the sizes of T-shirts we need, whether
sponsored, sold, or provided.
Page 3 - financial assistance not needed
I know from one of the regcfp tickets that there was a desire to ask
attendees if they'd like to help sponsor other attendees. This doesn't
seem to make sense to ask people who have indicated they need financial
help, so this mockupsimply demonstrates that logic - if you indicate
youdon't need financial assistance, we then ask you if you'd like to
chip in to help others.
I believe we should clarify on this that the money is used to increase
the funding pool for non-Red Hat employees needing funding to be able to
I made upthe "public sponsor list" thing. Do we want such a thing (or
something else) as a thank you to those who helped others out? Or maybe
give them a special swag item? Or something?
I am ok with this as written. We are not promising there will be a
public list of sponsors. I am not sure that there will be. I'd rather
not commit to swag, etc. at this time. Frankly, I'd rather use that
money for more sponsorship :)
(This affects othermockups too) How should we handle currency? For
example, it's hard for me to understand what I can afford and costs of
things when they aren't in a currency I understand. Patrick, can we
automagically convertinline, and have a field up front to ask users
their preferred currency? If someone does something in a given currency
are we needing to get conversion fees involved? Etc.?
I believe we should just use USD through out. The Project publicly
operates in USD. I believe that our non-USD contributors are used to
having to do the conversion. We will always be sending invoices in USD.
Page 3 - financial assistance needed
Holy crap this is very long. Hopefully folks will have ideas on how to
cut this down. Originally I had designed a form for indicating flight
date/time prefs. I cut itbc it was too much and I wasn't sure you wanted
that level of detail.
Okay from the top - I gave folks achance to opt out of air travel. The
area is well-connected to multiple ground transit options. Folks as far
as Maine and New York City andmaybe even DC could reasonably use Amtrak
to get there. There may also be folks who'd be close enough to take a
reasonable length bus ride. So I wanted to make it possible to request
travel funding without requiring they fill out air travel details.
I put a calendarthat show dates, notes some important time boundaries
be aware of WRT the Logan<=>Cape Cod bus, etc. because I think it's
helpful to have that visual when planning out potential travel plans.
It's not mean to be clickable, just a reference.
Then we ask for their preferred home airport code, their bestestimate of
rt airfare (again we have the currency thing here), and ask for them to
upload a PDF or screenshot of how they priced it so we have a reference
of the flight numbers / timing / etc. (Patrick if upload is too much, we
could just make it a freeform text field and ask for flight details, one
flight per line)\
Let's ask for a list of airport codes, in preference order. For
example, mine might read "BRQ, VIE, PRG, BTS"
Also, let's not ask for the upload or routing information. Let's
instead state that the budget for airfare is based on this estimate. If
you horribly underestimate there may not be enough money left to fund
you, if you horribly over estimate you will block other attendees from
being funded. We rely on the honesty and integrity of our community
members to fill out this form accurately.
Other transit options - here's where we remind folks they
the bus to get to/from Logan and Cape Cod, with that rt fee noted. But
hey, maybe they have a friend in Boston (like me :) ) who they've talked
to about picking them up. Or something. So, they can opt out of that too.
Can we make the price bigger here?
The other field under other transit options is free form and allows
folks using other options (e.g. amtrak, bus, etc.) to list those costs.
People could also use it for their transit to get to/from their home
airport, but I do not know if we have a policy on how much we cover that.
It will vary based on what is asked for. Can we get a second field next
to this that is the total estimated USD cost?
What do we cover in terms of non airfare transit that people use to get
to/from airport? Cabrides? Train rides? Buses? Personal gas + airport
parking? etc? How far?Do we have a document we can point to with this
sort of policy?
Generally we cover very little here, but the field above gives us the
information we need to make the decisions.
Ok then next is lodging. Similar to the airfare opt-out, I wanted to
allow people to opt-out of requesting help with lodging. Maybe they have
a friend in the local area they are staying with or something like that.
I thoguht they should be able to opt out.
Again the calendar to help folks figure out how many nights they need.
I totally made up a fake lodging funding policy here- which brings me to
Your policy is "on the money," except that we need to note that all
accomodations are one bed in a shared room.
Noting that folks may want to arrive earlier or stay later to go to the
beach or be a tourist, do we have a policy on what hotel nights we'll
fund? Dowe need to ask how many hotel nights they want vs how many they
are requesting be funded? Or if they have extra nights they'll
personally fund are they making a separate reservation on their own?
We will work this out on a case by case basis. In general, we fund the
nights of the conference and extra nights should be arranged and paid
for personally. However, we may need to allow people to have a single
reservation for continuity reasons.
Then I ask for preferred roommate.
Do we want to track roommate prefs at this point?
Yes. We also need to note that choices are not guranteed to be honored
and you can be placed with any attendee of the same gender.
We need a new field that asks for gender (to be used only for roommate
Okay last page of mockups -
Page 4- Cost Summary
A note about meals with a made up statement about what we cover.
We will need to clarify this. But let's roll with this for now. Let's
add that no additional meal funding is possible.
A summary ofwhat they told us about their cost.
Let's change "Flock Cost Summary" to "Estimated costs for funding
request" as these costs do not represent all costs related to
attendance, just funding.
If Airfare is selected, please add a line:
"Travel Booking Fee - Air: $27" *Note price varies slightly for flights
based on country of origination.
Let's change "Registration" to "Registration Fee" and just put in
number based on the country they selected on page 1. Let's delete the
line about the index.
A selector allowing them to choose the financial assistance
While I like what you've written here, I am worried that asking the
question like this will cause many people to click a box assuming they
are asking for 1556.21 in funding, for example, and not realizing they
are offering to pay this amount. I am not sure if what I am suggesting
is better, but here it is:
This year we want to increase the ability of Flock to fund attendees by
offering partial funding options. Please help us understand what level
of funding you actually need by selecting how much you can personally
contribute to your cost of attending flock. If you are selected for
funding, we will confirm all the details with you one last time and then
request you to pay your portion to Flock. We will then handle your
travel arrangements, etc. for you.
I can contribute the following amount to my cost of attendance:
[ ] [blank] I can afford to pay this specific amount.
[ ] XXX (80% of the cost of my attendance can be paid by me.
[ ] XXX (60% of the cost of my attendance can be paid by me.
[ ] XXX (50% of the cost of my attendance can be paid by me.
[ ] XXX (40% of the cost of my attendance can be paid by me.
[ ] XXX (20% of the cost of my attendance can be paid by me.
[ ] XXX (10% of the cost of my attendance can be paid by me.
[ ] XXX - Just my registration fee can be paid by me.
[ ] $0 - I cannot afford to pay any costs on my own.
Question for Máirín: Do we have a way of handling prepayment of the bus
tickets from Logan?
I had this idea maybe if you request more subsidy you agree to take on
some volunteer tasks to help out. Does this seem reasonable? Should this
be represented here? (Yes?)
This was already said on page 1. I don't think it needs to be repeated.
Okaythat's what I've got. As you can see it's sparked a got a lot of
questions. What do you think?
Costa Rica 20
Czech Republic 15
Euro area 20
Hong Kong 13
New Zealand 20
Saudi Arabia 16
South Africa 9
South Korea 18
Sri Lanka 12
United States 25