Hi, This email is to provide a basis for planning food.
Food for reconfirmed people is here: http://rkd.zgib.net/http/debconf/only-reconfirmed/food-by-date.txt and once people start arriving, there will be one for them, too. The section most relevant for us is "Statistics for people for whom we pay for food (S,P,C)" and the top section is total meals per day if _everyone_ got a meal. Also, those charts include _everyone_ having meals on their arrival day and no one their departure day. Some background information: Sponsored, Prof, and Corp people have food included - they have already paid DebConf, and Hotel Bosna should invoice us (through DIVA) for their costs. Basic people don't have food included, and should be able to pay their own way somehow. Normally, food is a tricky thing. We never know exactly how many people will eat on a given day (many people go out to eat at unpredictable times, dinner more often than lunch), and we would like to not pay for meals for people who don't show up. We would also like a way for non-Spons/Corp/Prof people to pay the cafeteria as they walk in. Also, many reconfirmed people won't show up (those in the Basic category), which is why we'd like to make it able for them to pay at the door. Each year, there is a different way to work around these issues. If we could negotiate a way for the cafeteria to not need "exact" numbers beforehand (we can provide an estimate), and they will - count the number of "food included" badges going in and invoice us later, and - take payments from other people without us needing to track anything. This would minimize the amount we would pay, with the least planning on our part. Proposed plan: I propose that we arrange DebCamp food for now, since that has less uncertainty. Then during DebCamp, we make the plan for DebConf once we talk to them and learn the exact cost structure. I further propose that we don't provide dinner on the 17 July (DebCamp arrival Sunday) - one less thing to worry about, people can go out. We also heard that people who don't have food included ("Basic" people) can pay at the door of the cafeteria. Here are the raw numbers for DebCamp for food for reconfirmed people as of now: Total ( Reg Veg Vegan Other ) 2011-07-18(Mon) 62 ( 49 11 1 1 ) 2011-07-19(Tue) 70 ( 57 11 1 1 ) 2011-07-20(Wed) 81 ( 67 12 1 1 ) 2011-07-21(Thu) 91 ( 77 12 1 1 ) 2011-07-22(Fri) 106 ( 89 15 1 1 ) I would propose arranging with Hotel Bosna this number of meals per day: Monday - 45 meals Tuesday - 70 meals Wednesday - 80 meals Thursday - 90 meals Friday - 105 meals However, they need to know that there *might* be more people than this, and be able to eat if needed. There also might be less than this, and ideally we would be able to get a discount on that. Who can work on communicating this to Hotel Bosna and DIVA, getting exact details on the cost structure, and arrange a final plan? Any questions or ideas for improvements? Thanks, - richard -- | Richard Darst - rkd@ - boltzmann: up 721 days, 2:52 | http://rkd.zgib.net - pgp 0xBD356740 | "Ye shall know the truth and -- the truth shall make you free" _______________________________________________ Debconf-team mailing list [email protected] http://lists.debconf.org/mailman/listinfo/debconf-team
