Oops, sorry, the mail below was intended as an out-of-band email to
Chris and the DebConf committee, and ENOTENOUGHCOFFEE hit again :-(

Well, at least that's full transparency :-), so let me rephrase and ask
the questions directly:

1/ regarding the fundraising amounts listed in the budget: are they
amounts that are already committed by sponsors, or amounts that you
expect to receive ? (I *think* I understand that they are already
committed, but I'm not 100% sure)

2/ Regarding that line:
> >         USD -16569.5  Assets:Receivable
(which is the "deficit", that is, incomes - expenses)
Do you have plans to cover this, such as finding additional sponsors,
or should Debian (the DPL) be prepared to fill that deficit using Debian
reserves? As I wrote in the mail below, even if Debian has to cover for
this, I don't think that's a big issue given that the bursaries (=
travel sponsorship) budget is already covered in the budget.

Thanks for the updated budget!

And regarding:
On 17/04/18 at 12:29 +0800, Yao Wei wrote:
> Sorry that I am relatively new to budget stuffs. If any of the items is
> far off the previous DebConf, please tell me and I can try to fix it.

You are doing great, don't worry.

For reference, I'm including below the DC17 generated from the public
data at
https://salsa.debian.org/debconf-team/public/data/dc17/tree/master/

DC17 budget:
---------------------------------------------------------------
       16,679.41 USD  assets:receivable
      200,583.98 USD  budget
          745.21 USD    advisory:annual-report
        1,490.41 USD    childcare
        7,265.76 USD    confdinner
        1,304.11 USD      alcohol
        2,980.83 USD      meals
          745.21 USD      transport
        2,235.62 USD      venue
        5,961.65 USD    content
          745.21 USD    entertainment:band
          968.77 USD    fees
          745.21 USD      permits
          223.56 USD      registration
        1,602.19 USD    incidentals
          111.78 USD      bank
          745.21 USD      frontdesk
          372.60 USD      phone
          372.60 USD      transport
        1,490.41 USD    insurance
          372.60 USD    openweekend
       10,948.57 USD    outreach
       10,203.37 USD      diversity
          745.21 USD      press
       89,618.53 USD    roomboard
        9,434.31 USD      debcamp
        2,980.83 USD        classrooms
        4,963.08 USD        food
        1,490.41 USD        hotel
       80,184.22 USD      debconf
       15,649.34 USD        classrooms
       25,337.02 USD        food
       10,134.81 USD        hotel
       29,063.05 USD        mcgill
          745.21 USD    sponsors:fulfillment
        4,471.24 USD    swag
        1,490.41 USD      bags
        1,490.41 USD      shipping
        1,490.41 USD      tshirts
       44,808.26 USD    travel
       27,200.04 USD    venue
        2,149.92 USD    video
      202,712.69 USD  expenses
          907.44 USD    childcare
        5,142.28 USD    confdinner
        1,519.19 USD      alcohol
          745.21 USD      band
        2,877.89 USD      venue
            8.92 USD    content
            7.45 USD    daytrip
        1,316.06 USD    fees
          429.26 USD      misc
          760.86 USD      permits
          125.94 USD      registration
        1,238.01 USD    incidentals
          840.72 USD      frontdesk
           26.08 USD      phone
          371.21 USD      transport
        1,535.41 USD    insurance
        8,413.34 USD    outreach:diversity
      130,222.04 USD    roomboard
        4,564.86 USD      bar
        4,050.67 USD        drinks
          514.19 USD        service
       12,253.46 USD      debcamp
        4,000.00 USD        classrooms
        5,233.94 USD        food
        3,019.52 USD        hotel
      113,403.72 USD      debconf
       42,615.66 USD        classrooms
       52,044.57 USD        food
       18,743.49 USD        mcgill
          809.78 USD    sponsors:fulfillment
        6,008.14 USD    swag
        1,315.36 USD      bags
        2,363.34 USD      shipping
        2,199.45 USD      tshirts
       42,578.87 USD    travel
        4,524.96 USD    video
     -219,392.10 USD  income
      -18,481.12 USD    attendee:registration
         -958.34 USD    confdinner:alcohol
      -23,178.18 USD    roomboard
       -4,477.22 USD      bar:drinks
      -18,700.96 USD      debconf
       -6,818.64 USD        classrooms
      -11,882.32 USD        food
     -176,774.47 USD    sponsors
---------------------------------------------------------------

- Lucas

On 17/04/18 at 07:57 +0200, Lucas Nussbaum wrote:
> Hi,
> 
> I think that the budget now looks sane.
> 
> It should still be clarified whether:
> - the fundraising amounts are those that are already committed (but I
>   think they are)
> - they have plans to cover the USD 16569.5 deficit, or if Debian will
>   have to cover this for sure. But even if Debian has to cover this,
>   this is not a big issue (I think) given our current reserves and the
>   fact that the Bursaries budget is already included.
> 
> Chris, do you want me to ask those questions? (I don't mind you
> finishing the discussion at this point, it's probably simpler)
> 
> Lucas
> 
> 
> On 17/04/18 at 12:43 +0800, Yao Wei wrote:
> > I made another mistake by using expense digits to estimate food and
> > accommodation income.
> > This fixes the digits by using the fee we charge from attendees.
> > 
> > On Tue, Apr 17, 2018 at 12:29:16PM +0800, Yao Wei wrote:
> > >   * Re-decrease the estimations of total attendees to 400 people
> > >   * Use another spreadsheet to estimate the budgets of food and
> > >     accommodation.
> > >   * Fixed an issue that I double counted the food and accommodation
> > >     income.
> > >   * Decrease the portion of self-paid attendees from 75% to 42.5%.
> > >   * Estimate that 90% people will have on-site accommodations.
> > >   * Delete Coffee/Tea and assume that's merged to Bar.
> > > 
> > > Please refer to another sheet in the spreadsheets for the food/accomm.
> > > estimations:
> > >   
> > > https://storm.debian.net/shared/JChakMNcTAnTRqQov5WcwtUw8SvSeoOZtwJ4Jz0fvLD
> > > 
> > 
> > --------------------
> >         USD -16569.5  Assets:Receivable
> >         USD 172940.0  Budget
> >           USD 5300.0    Accommodations:Sleeping mats
> >          USD 70000.0    Bursaries
> >          USD 60000.0      Bursaries
> >          USD 10000.0      Diversity
> >           USD 1500.0    Child Care
> >           USD 5000.0    Conference Dinner:Food
> >           USD 5500.0    Content
> >           USD 5000.0      Invited Speakers
> >            USD 500.0      Press
> >            USD 500.0    Day Trip:Buses
> >           USD 1000.0    Fundraising:Fulfillment
> >            USD 500.0    Insurance:Insurance
> >           USD 1000.0    Miscallenous:Incidentals
> >          USD 74720.0    Roomboard
> >           USD 6000.0      Bar
> >          USD 13200.0      Breakfast
> >          USD 26300.0      Dinner
> >          USD 19500.0      Lunch
> >           USD 9720.0      Pastries
> >           USD 4920.0    Swags
> >            USD 720.0      Badges
> >           USD 1600.0      Bags
> >             USD 50.0      Posters
> >            USD 150.0      Stickers
> >           USD 2400.0      T-shirts
> >           USD 3000.0    Video
> >           USD 1500.0      Equipment Rental
> >           USD 1500.0      Equipment Shipping
> >        USD -156370.5  Income
> >         USD -15000.0    Attendee:Registration
> >          USD -1000.0    Conference Dinner:Alcohol
> >        USD -108740.5    Fundraising
> >          USD -4000.0      Bronze
> >         USD -19849.0      Gold
> >         USD -17225.5      Governmental Funds
> >         USD -20000.0      Platinum
> >         USD -45000.0      Silver
> >          USD -2666.0      Supporter
> >         USD -31630.0    Roomboard
> >          USD -7380.0      Accommodation
> >          USD -3000.0      Bar
> >         USD -21250.0      Food
> > --------------------
> > Yao Wei
> 
> 


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