On Tue, 2013-07-23 at 19:49 +0100, Ekaterina Gerasimova wrote: > [...] > On Tue, Jul 23, 2013 at 10:48:32AM -0700, Germán Póo-Caamaño wrote: > >I wonder what are the odds of getting the venue for free. It seems the > >venue could make the difference between having some profit, no profit or > >a major loss. > > The venues are negotiated with each college or department. Whether we > can negotiate for a free venue will very much depend on the attendee > numbers and which venue we want. The higher the expected number of > attendees, the fewer choices we will have as Oxford is a college > university with few students per year, so there are few large lecture > halls. On the plus side, with GUADEC attendance falling in recent > years[1], we are likely to have more options. > > Even if we have to pay the maximum for the venue, the spending is on a > par with recent years. The bigger question is whether we will be able to > get the same amount of sponsorship as we normally do[2], which still > remains to be seen. (I am assuming that it will be similar to this year > for the budget.) I think that we will be better placed to assess whether > paying for the venue is a viable option after GUADEC this year and if it > is not, then I expect the bid to be rejected. We will try our best to > acquire a venue for free or to negotiate a discount.
IIRC, we have paid €40,000 as maximum (~£34,500). If you also make the match for travel sponsorships, that would be £25,800. Combined, that would lower the proposal costs in about £10,000. In addition, you can make the sponsorship dependant of the venue costs. It is not the ideal, but tighten our belts could be an option. Thanks for the updates. -- Germán Poo-Caamaño http://calcifer.org/
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