FUDCon Panama - status, questions, budget, and more!

[Alejandro Perez]

Excelent, we need to work on all details and extra money will come handy
if we have it, but we need to cover as much as posible all needs.

On Mon, 2011-05-16 at 04:10 -0700, Robyn Bergeron wrote:
> Hi everyone,
> 
> Just wanted to cover a few bases here. THIS IS A LONG MAIL, and for that 
> I apologize. BUT, if you are part of the local planning team, PLEASE 
> read this email - I'm doing my best to make sure that the budget is set 
> and that we haven't forgotten anything before you all go to Panama 
> without me :D
> 
> As you have probably all noticed I've been updating tickets with 
> questions, adding things to the meeting agenda, etc.  FUDCon Panama is 
> less than two weeks away, and so waiting until the meeting time is 
> really a bad idea - if you can update tickets ahead of the meeting with 
> information, that is very helpful to everyone.  Additionally, since we 
> are approaching the F15 release date (May 24, woohoo!) - time is going 
> to be very thin for a number of folks involved in planning and paying 
> bills, so the more we can keep tickets updated, the better.
> 
> Speaking of questions: If anyone has ANY questions, about anything I've 
> written in this email, or have other planning-related questions, NOW IS 
> THE TIME TO ASK.
> 
> I'd like to make a couple of notes regarding the budget status.
> https://spreadsheets.google.com/ccc?key=0AhtE3PhGXQCndEd2M1g3dHp2OW8yb1h0dlVnTjhFa0E&authkey=CJ296tIN&hl=en#gid=0
> 
> I've updated the general budget spreadsheet with the information we 
> collected last Friday. This spreadsheet includes the following items:
> * General budget items - Shirts, booklets, badges and holders, FUDPub 
> bowling, barcamp supplies.
> * Travel subsidies.  To the best of my ability, I've added up the 
> already-paid FUDCon airfares and costs of lodging.  The airfares include 
> the tickets that Jared has purchased, which are reflected on his FUDCon 
> travel subsidies spreadsheet, as well as airfares that I have received 
> costs for which Max purchased, which are not yet showing in Jared's 
> spreadsheet.   I have also noted in the spreadsheet the estimated costs 
> (from a travel site that has current prices) of 3 as-of-yet unpaid 
> travel costs for 3 sponsored attendees. (Tickets #74, #81, and #130.)
> 
> The total amount used from the FUDCon LATAM budget thus far is 
> approximately $12,296.
> 
> Please keep in mind that this budget amount does not include food for 
> FUDPub, or any type of breakfast.  We need to figure out AS SOON AS 
> POSSIBLE how much these will cost and get them ordered if we intend to 
> have them.
> 
> I realize that it looks like we have approximately $3,000 left, but 
> before we go shopping, we have a few things to consider:
> 
> * Food for FUDPub and possible breakfast are still not accounted for.  I 
> would expect that this could cost at least $1000 in total.
> * Tickets I don't know about or that haven't been made yet, things we 
> have forgotten about, etc.
> * Cost overruns - we should leave a reasonably-sized cushion for things 
> - gratuities, other meals, transportation if necessary from airport for 
> some people, etc.
> 
> I'd like to suggest at this point that we close out any remaining 
> subsidy tickets, unless we get a VERY firm idea of spending for the 
> items listed above in the next day or two.
> 
> If you got this far, thanks for reading. If you have any questions, as I 
> said: PLEASE ASK NOW!
> 
> -Robyn
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