FUDCon Paris Hotel options

[Robyn Bergeron]

On 05/16/2012 08:32 AM, Jaroslav Reznik wrote:
> ----- Original Message -----
>> [snip]
>>
>>>> We have a deal with an hotel, for 30 twins and 3 nights:
>>>> A twin at 81€ (exclusive of taxes) per night.
>>> And the tax is?
>> +19.6%
>>
>>
>>>> I've asked famsco to describe me how to manage rooms
>>>> reservation/fees
>>>> with regard to the contributors,
>>>> but they just asked me back for precisions. I haven't given
>>>> precise
>>>> question yet.
>>>>
>>>> Which is:
>>>> How to manage this hotel reservation:
>>>> - Do I have to assign a room for all that asked for?
>>> I expect we should prefer sponsored/rh people but we should not
>>> deny
>>> individual contributors to have this rate if there's room.
>>>
>>>> - Who is going to pay, Red Hat for all or one contributor could
>>>> pay
>>>> by
>>>> itself but with our special rates (pay back to Red Hat?)
>>> Last year we paid it separately - for Brno guys I paid it together,
>>> Jared paid for Fedora sponsored people and there were few
>>> individuals
>>> too (or smaller Red Hat teams, not sure right now ;-).
>> I would prefer if it could be paid by RH and then individuals to
>> reimburse back RH, or our NPO could be the buffer, as our hotel would
>> like to be paid with only two payment (first to confirm the
>> reservation and then to paid the whole part a month before)
>> Should I see with Robyn, as the FPL is managing budget?
> It can be quite difficult for us to do cross department payments but
> if hotel insist on a one big payment, I think we can deal with it.
So we discussed this a bit last week in the EMEA Ambassador meeting, but 
just to follow up here:

It's a lot easier to have the ability to have people book their own 
rooms from a block with our name on it, and then have Red Hat pick up 
the tab for sponsored rooms onsite (including having multiple 
departments pick up their portion - ie. folks sponsored vs. Brno 
Attendees can be paid for separately).

What we normally do is work with the hotel to come up with a final 
number of rooms for a block, and we put a credit card down for that, and 
if individuals don't utilize the number of rooms then we pay some % 
portion of the difference.

Are they really unwilling to hold a block of rooms until a certain date, 
and are they also unwilling to do anything other than "we must book and 
pay for the full block of rooms" vs. what I outlined above?

We can't do a "pay back Red Hat" situation (no way to receive money).  I 
suppose the NPO route is possible but then you'd need to be able to 
apply some of that money towards FUDCon, and I would suspect you won't 
see some of that money until FUDCon. Additionally, lots of people do 
want to use credit cards and not cash for paying for their hotel 
(receipts for work, etc.) and I suspect the NPO has no way to take 
credit cards for payment, at least not in any way that would provide 
something workable for attendees to have as a receipt.

Thoughts? Kevin, have you spoken with the hotel since last week?

-Robyn

>> If you know how many your are going to be, I can ask for more twins
>> in
>> our contract, I have asked for 60 people like I was recommended to
>> do,
>> but it would be hard to ask for more in a month.
> As I said - not sure how many people will come, with Jiri, we try to
> get the number right now. Fedora QA will have meeting with theirs
> boss tmrw, I have to ask Fedora Docs team too (and probably other
> people will be interested too, but no reply yet...).
>
> R.
>
>>>> - How is it linked to the $$$ column on the reservation table?
>>>>
>>>> - I could also ask for more rooms, but we won't have so much time.
>>>>
>>>> We have the EMEA meeting tonight, I am not sure to be able to
>>>> join,
>>>> (would be traveling), but if you could bring this question that
>>>> could
>>>> help.
>>> I'll try to join it too (it's after Board, so I'll be online).
>>>
>>> R.
>>>
>>>> Thanks,
>>>>
>>>>
>>>> --
>>>> Kévin Raymond
>>>> (shaiton)
>>>> GPG-Key: A5BCB3A2
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>>
>>
>> --
>> Kévin Raymond
>> (shaiton)
>> GPG-Key: A5BCB3A2
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