Re: Request for budget to update the event box contents

[Emily Gonyer]

On Thu, Feb 8, 2018 at 7:16 AM, Allan Day  wrote:
> Replying selectively...
>
> Ekaterina Gerasimova  wrote:
> ...
>> There was already one in the US when I was on the board, what's happened to 
>> it?
>>
>> https://wiki.gnome.org/Events/Box/NorthAmerica
>
> As far as I know, Emily still has it. This has been discussed at
> various points while I've been on the board and I'm not entirely sure
> what the current status is. It's possible that we decided that the box
> is too big to be practical, but I might be wrong about that.

Its still sitting in my basement. I'd be happy to be rid of it -
there's not much in it, nor was there when I got it 5 or so yrs ago.
Somebody attempted to have it picked up, but didn't bother to tell me
when, till the UPS guy showed up at my house at random one day, and I
hadn't so much as gotten the sticker sent to me, let alone been told
it was being picked up so had time to have friends help me haul it out
of the basement. If somebody wants to set up to have it shipped out
I'd be happy to coordinate, but the last time that was tried a yr or
two ago I wasn't told or communicated with... and then UPS was pissed.
So, yeah.


>
> ...
>>> By the way, what color banner are you planning on buying? Since the
>>> Foundation color is green and the project color is blue, we have been
>>> encouraging people to try to go for blue when getting banners and things for
>>> booths. This isn't a formal policy of course and it'd be great to hear your
>>> thoughts on this.
>>
>> Our table cloth is green because we wanted to use the Foundation
>> colour. The roller banner is blue. One of the old banners is green and
>> the other is blue. As we're next to the KDE stand, if we have only
>> blue banners, we blend in too much and it looks weird. Also, we do
>> represent the Foundation rather than just the project at FOSDEM. i.e.
>> we talk about the Foundaiton and the work that it does, we've signed
>> people up for FoG before, etc. I don't know how much this is the case
>> at other events though.
>
> I'd like to encourage people to use the colours in the draft brand
> guidelines. There was a fair amount of work put into these, and it's
> important that we use consistent branding wherever possible.
>
> ...
>>> For print outs, we are trying to have more of a consistent brand. To help
>>> with that we have these draft brand guidelines for designers:
>>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png
>>> and
>>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png
>>
>> Can these please be moved to GNOME infrastructure? It's weird that our
>> official branding guidelines are not hosted by us.
>
> The fact that they're in Github is probably down to two factors:
>
>  1. Github is where we keep source files and in-development work for design
>  2. While I would like to encourage people to follow the guidelines,
> they're still a bit rough in places and need to be finished. Once
> that's happened we'll probably have a PDF on GNOME infrastructure
> somewhere.
>
> There are various historical reasons for 1, including technical
> limitations of GNOME infrastructure. With the shift to Gitlab those
> might be resolved, and we're experimenting with using it for future
> design work.
>
> Allan
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Re: Request for budget to update the event box contents

[Ekaterina Gerasimova]

On 13 February 2018 at 20:31, Nuritzi Sanchez  wrote:

> Hi Kat,
>
> The Board did a partial vote today on the updated expenses and you have
> been approved up to an amount of $3,300 USD for the purchases you need to
> make.
>

Hi, that's great news!

A bit of feedback though: I made the request in GBP because that's the
currency that I will be using to buy the equipment. The exchange rate does
vary a bit, and even now it's already different from what you used for the
conversion (assuming that you passed on my full request as it was) and will
be different again when the reimbursement is made. I don't think there
should ever be the possibility of me incurring personal loss from helping
the Foundation and in the past, the Foundation has used the currency of the
recipient for assigning budget. It would be great if this could be done
again in the future, especially as the Foundation's budget being +/- some
100$ would affect the Foundation way less than the same for most
contributors.


> As mentioned before, please follow the process outlined here:
> https://wiki.gnome.org/Engagement/Reimbursements, and send the completed
> reimbursement template to me + Rosanna. I've taken your feedback on privacy
> into consideration as we draft up the new rules for the budget holder for
> this / the committee that will approve funds in the near future. Thanks
> again for helping us find the areas where we need to tighten the process!
>
> Best,
> Nuritzi
>
>
> On Tue, Feb 13, 2018 at 3:14 PM, Nuritzi Sanchez 
> wrote:
>
>> Hi Kat,
>>
>> On Tue, Feb 13, 2018 at 10:56 AM, Ekaterina Gerasimova <
>> kittykat3...@gmail.com> wrote:
>>
>>> On 8 February 2018 at 04:06, Nuritzi Sanchez  wrote:
>>> > On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova
>>> >  wrote:
>>> >> Laptop: up to £1800
>>> >> Cables and other hardware: up to £100
>>> >> Pens, markers, stationary and storage solutions: up to £100
>>> >> Banner and other display materials: up to £200
>>> >> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up
>>> to
>>> >> £150
>>> >
>>> […]
>>> > We have been given a budget of $5,000 USD for marketing purposes, so
>>> we'll
>>> > need to request additional funds for this. […]
>>>
>>> Any news from the board? Since the board doesn't send our their agenda
>>> any more, I can't check if it will be discussed today.
>>
>>
>> The Board call is today and I've added the item to the agenda as well as
>> have highlighted the fact that your deadline is having the box ready and
>> shipped in time for the conference on March 24th. I would actually would
>> like their decision ASAP too since it'd be great to have the US travel box
>> ready in time for SCALE 16x on March 7th.
>>
>> I've sent them a request of our total budget needs, and will try to field
>> any questions they have today. In case you're interested, here's a summary
>> of the total amount we are requesting based on previous Engagement team
>> calls about SWAG distribution centers and conferences:
>>
>> Item Description Cost (USD)
>> Stickers 8 distribution centers $3,906.00
>> Shipping costs for stickers for local outreach Shipping can cost between
>> $10 and $25 $500.00
>> Conferences Supposing we have a budget of $500 for 10 conferences this
>> year $5,000.00
>> Travel box for Europe $3,300.00
>> Travel boxes for US $3,350.00
>> GNOME Socks for FOSDEM $1,314.00
>> MARKETING TOTAL $17,370.00
>>
>> It's possible that the budget will only be partially approved. In that
>> case, I will do my best to request a partial approval for at least the
>> travel boxes, and in particular, the European one, so that you can make
>> your deadline.
>>
>> Best,
>> Nuritzi
>>
>> --
>> Nuritzi Sanchez
>> GNOME Foundation 
>> President, Board of Directors
>>
>
>
>
> --
> Nuritzi Sanchez
> GNOME Foundation 
> President, Board of Directors
>
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Re: Request for budget to update the event box contents

[Nuritzi Sanchez]

Hi Kat,

The Board did a partial vote today on the updated expenses and you have
been approved up to an amount of $3,300 USD for the purchases you need to
make.

As mentioned before, please follow the process outlined here:
https://wiki.gnome.org/Engagement/Reimbursements, and send the completed
reimbursement template to me + Rosanna. I've taken your feedback on privacy
into consideration as we draft up the new rules for the budget holder for
this / the committee that will approve funds in the near future. Thanks
again for helping us find the areas where we need to tighten the process!

Best,
Nuritzi


On Tue, Feb 13, 2018 at 3:14 PM, Nuritzi Sanchez  wrote:

> Hi Kat,
>
> On Tue, Feb 13, 2018 at 10:56 AM, Ekaterina Gerasimova <
> kittykat3...@gmail.com> wrote:
>
>> On 8 February 2018 at 04:06, Nuritzi Sanchez  wrote:
>> > On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova
>> >  wrote:
>> >> Laptop: up to £1800
>> >> Cables and other hardware: up to £100
>> >> Pens, markers, stationary and storage solutions: up to £100
>> >> Banner and other display materials: up to £200
>> >> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
>> >> £150
>> >
>> […]
>> > We have been given a budget of $5,000 USD for marketing purposes, so
>> we'll
>> > need to request additional funds for this. […]
>>
>> Any news from the board? Since the board doesn't send our their agenda
>> any more, I can't check if it will be discussed today.
>
>
> The Board call is today and I've added the item to the agenda as well as
> have highlighted the fact that your deadline is having the box ready and
> shipped in time for the conference on March 24th. I would actually would
> like their decision ASAP too since it'd be great to have the US travel box
> ready in time for SCALE 16x on March 7th.
>
> I've sent them a request of our total budget needs, and will try to field
> any questions they have today. In case you're interested, here's a summary
> of the total amount we are requesting based on previous Engagement team
> calls about SWAG distribution centers and conferences:
>
> Item Description Cost (USD)
> Stickers 8 distribution centers $3,906.00
> Shipping costs for stickers for local outreach Shipping can cost between
> $10 and $25 $500.00
> Conferences Supposing we have a budget of $500 for 10 conferences this
> year $5,000.00
> Travel box for Europe $3,300.00
> Travel boxes for US $3,350.00
> GNOME Socks for FOSDEM $1,314.00
> MARKETING TOTAL $17,370.00
>
> It's possible that the budget will only be partially approved. In that
> case, I will do my best to request a partial approval for at least the
> travel boxes, and in particular, the European one, so that you can make
> your deadline.
>
> Best,
> Nuritzi
>
> --
> Nuritzi Sanchez
> GNOME Foundation 
> President, Board of Directors
>



-- 
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GNOME Foundation 
President, Board of Directors
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Re: Request for budget to update the event box contents

[Nuritzi Sanchez]

Hi Kat,

On Tue, Feb 13, 2018 at 10:56 AM, Ekaterina Gerasimova <
kittykat3...@gmail.com> wrote:

> On 8 February 2018 at 04:06, Nuritzi Sanchez  wrote:
> > On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova
> >  wrote:
> >> Laptop: up to £1800
> >> Cables and other hardware: up to £100
> >> Pens, markers, stationary and storage solutions: up to £100
> >> Banner and other display materials: up to £200
> >> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
> >> £150
> >
> […]
> > We have been given a budget of $5,000 USD for marketing purposes, so
> we'll
> > need to request additional funds for this. […]
>
> Any news from the board? Since the board doesn't send our their agenda
> any more, I can't check if it will be discussed today.


The Board call is today and I've added the item to the agenda as well as
have highlighted the fact that your deadline is having the box ready and
shipped in time for the conference on March 24th. I would actually would
like their decision ASAP too since it'd be great to have the US travel box
ready in time for SCALE 16x on March 7th.

I've sent them a request of our total budget needs, and will try to field
any questions they have today. In case you're interested, here's a summary
of the total amount we are requesting based on previous Engagement team
calls about SWAG distribution centers and conferences:

Item Description Cost (USD)
Stickers 8 distribution centers $3,906.00
Shipping costs for stickers for local outreach Shipping can cost between
$10 and $25 $500.00
Conferences Supposing we have a budget of $500 for 10 conferences this year
$5,000.00
Travel box for Europe $3,300.00
Travel boxes for US $3,350.00
GNOME Socks for FOSDEM $1,314.00
MARKETING TOTAL $17,370.00

It's possible that the budget will only be partially approved. In that
case, I will do my best to request a partial approval for at least the
travel boxes, and in particular, the European one, so that you can make
your deadline.

Best,
Nuritzi

-- 
Nuritzi Sanchez
GNOME Foundation 
President, Board of Directors
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Re: Request for budget to update the event box contents

[Ekaterina Gerasimova]

On 8 February 2018 at 04:06, Nuritzi Sanchez  wrote:
> On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova
>  wrote:
>> Laptop: up to £1800
>> Cables and other hardware: up to £100
>> Pens, markers, stationary and storage solutions: up to £100
>> Banner and other display materials: up to £200
>> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
>> £150
>
[…]
> We have been given a budget of $5,000 USD for marketing purposes, so we'll
> need to request additional funds for this. […]

Any news from the board? Since the board doesn't send our their agenda
any more, I can't check if it will be discussed today.
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Re: Request for budget to update the event box contents

[Elle O]

Mostly replying to Nuritzi:

So I don't know how serious the box storage situation is, but if you really
need to store boxes and want to do so economically (and only access them
once a month or less), I highly recommend Kennedy moving and Storage down
in the Bayview area of San Francisco. It's best suited for people with a
car who don't mind calling ahead by a day and making an appointment to
access the box. The positives are that it's CHEAP: around $60 a month for a
box the size of a medium sized bathroom, and the staff are competent,
reliable and friendly. Negatives are that it's not that easy to access, but
easily doable if you have a car, and only need to get at it occasionally.

Also, I wouldn't you ask you to reschedule the calls for me...just throwing
the timing issue out there. I'm in the middle of internship hunt season, so
my hours are pretty sporadic/lots of late nights anyway. But early morning
is defintely not my happy time lately. :0

If you send me the assets (should you have any) and clarify the
needs/actual issues, then I'm happy to take a look/work on it. What is the
geographical issue with sizing? It's a DPI problem, or? Usually, if you're
using vector files/PNG sizing shouldn't be a major issues, but sometimes
moving assets into production will require small tweaks (provided the files
were made to be resizable).

Thanks!




Hi Elle!

On Thu, Feb 8, 2018 at 5:25 AM, Elle O  wrote:

> Are the printouts/related stuff already settled/designed? If not then I
> might have time to do it later this week.
>

We can definitely add more! Just as an FYI, one of the problems we've faced
in the past is designing print-outs in the correct size for different
geographical locations. If you'd be interested in helping us create a few
new items for events we would love the help!


> Unfortunately the engagement group calls are now a little early for me
> (since I'm in CA), so I'm out of the loop on those and may have missed
> something.
>
>
Yeah, we scheduled calls at that time so we could encourage our friends in
Asia to join. The time is still pretty terrible for them, and now is also
pretty bad for us on the West Coast of the US, so we may have to rethink
meeting times yet again. If the meeting time were to shift 30 minutes later,
would that help you join, or when would you generally be able to join? Just
curious :)

Also -- we are now using the Engagement team workboard on GitLab
 in order to
work together asynchronously. Let me know if you want to jump on a call
sometime and learn how to use it if you don't already know how to! Also,
feel free to send me your username and I can add you to the board.



... Answering the rest of the thread here...

> Ekaterina Gerasimova  wrote:
> > ...
> >> There was already one in the US when I was on the board, what's
> happened to it?
> >>
> >> https://wiki.gnome.org/Events/Box/NorthAmerica
> >
> > As far as I know, Emily still has it. This has been discussed at
> > various points while I've been on the board and I'm not entirely sure
> > what the current status is. It's possible that we decided that the box
> > is too big to be practical, but I might be wrong about that.
>

There are a few issues at play: 1) we've tried to recover the box for
several years now (even before I joined the Engagement team), without
success; and 2) everything in the box is pretty old by now and would need a
serious refresh anyway. The Engagement team discussed this on a call a few
times and we would really like to create a new box if we move forward with
having a box in North America. One problem though is that we don't have a
designated place to store the box.

Endless donated a GNOME tablecloth last year that I have stored in SF and
can add to a North American travel box.

*@Sri *-- do you think System 76 has any extra storage space? :)
Unfortunately, the Endless office in SF doesn't have a lot of storage
space, so I would only be able to keep the small box with me.



> I think that box is the same size as the smaller European box. If
> there was a size issue, then it would make sense to have a critical
> look at what it would be used for and how it would be transported.
> e.g. if it's always transported by someone rather than shipped, then a
> smaller suitcase could work, but contents would be restricted to
> pretty much laptop and stickers.


> If the box will be shipped, my recommendation after having gone
> through 4 cases is to go for heavy duty ones because while they are
> heavy, they won't need to be replaced every year.


I think it makes sense to have two boxes, a small one and a large one.
Noted: we should buy a sturdy box.


>
> >> Our table cloth is green because we wanted to use the Foundation
> >> colour. The roller banner is blue. One of the old banners is green and
> >> the other is blue. As we're next to the KDE stand, if we have only
> >> blue banners, we 

Re: Request for budget to update the event box contents

[Nuritzi Sanchez]

Hi Elle!

On Thu, Feb 8, 2018 at 5:25 AM, Elle O  wrote:

> Are the printouts/related stuff already settled/designed? If not then I
> might have time to do it later this week.
>

We can definitely add more! Just as an FYI, one of the problems we've faced
in the past is designing print-outs in the correct size for different
geographical locations. If you'd be interested in helping us create a few
new items for events we would love the help!


> Unfortunately the engagement group calls are now a little early for me
> (since I'm in CA), so I'm out of the loop on those and may have missed
> something.
>
>
Yeah, we scheduled calls at that time so we could encourage our friends in
Asia to join. The time is still pretty terrible for them, and now is also
pretty bad for us on the West Coast of the US, so we may have to rethink
meeting times yet again. If the meeting time were to shift 30 minutes
later, would that help you join, or when would you generally be able to
join? Just curious :)

Also -- we are now using the Engagement team workboard on GitLab
 in order to
work together asynchronously. Let me know if you want to jump on a call
sometime and learn how to use it if you don't already know how to! Also,
feel free to send me your username and I can add you to the board.



... Answering the rest of the thread here...

> Ekaterina Gerasimova  wrote:
> > ...
> >> There was already one in the US when I was on the board, what's
> happened to it?
> >>
> >> https://wiki.gnome.org/Events/Box/NorthAmerica
> >
> > As far as I know, Emily still has it. This has been discussed at
> > various points while I've been on the board and I'm not entirely sure
> > what the current status is. It's possible that we decided that the box
> > is too big to be practical, but I might be wrong about that.
>

There are a few issues at play: 1) we've tried to recover the box for
several years now (even before I joined the Engagement team), without
success; and 2) everything in the box is pretty old by now and would need a
serious refresh anyway. The Engagement team discussed this on a call a few
times and we would really like to create a new box if we move forward with
having a box in North America. One problem though is that we don't have a
designated place to store the box.

Endless donated a GNOME tablecloth last year that I have stored in SF and
can add to a North American travel box.

*@Sri *-- do you think System 76 has any extra storage space? :)
Unfortunately, the Endless office in SF doesn't have a lot of storage
space, so I would only be able to keep the small box with me.



> I think that box is the same size as the smaller European box. If
> there was a size issue, then it would make sense to have a critical
> look at what it would be used for and how it would be transported.
> e.g. if it's always transported by someone rather than shipped, then a
> smaller suitcase could work, but contents would be restricted to
> pretty much laptop and stickers.


> If the box will be shipped, my recommendation after having gone
> through 4 cases is to go for heavy duty ones because while they are
> heavy, they won't need to be replaced every year.


I think it makes sense to have two boxes, a small one and a large one.
Noted: we should buy a sturdy box.


>
> >> Our table cloth is green because we wanted to use the Foundation
> >> colour. The roller banner is blue. One of the old banners is green and
> >> the other is blue. As we're next to the KDE stand, if we have only
> >> blue banners, we blend in too much and it looks weird. Also, we do
> >> represent the Foundation rather than just the project at FOSDEM. i.e.
> >> we talk about the Foundaiton and the work that it does, we've signed
> >> people up for FoG before, etc. I don't know how much this is the case
> >> at other events though.
> >
> > I'd like to encourage people to use the colours in the draft brand
> > guidelines. There was a fair amount of work put into these, and it's
> > important that we use consistent branding wherever possible. go for
>

+1 to what Allan said.



On Thu, Feb 8, 2018 at 8:43 AM, Ekaterina Gerasimova  wrote:

>
> > Here are instructions for how to ask for reimbursement after you have
> made
> > the purchases: https://wiki.gnome.org/Engagement/Reimbursements.
> > Note: this page needs to be slightly updated, but is mostly correct. In
> this
> > case, you can send the reimbursement request to nuri...@gnome.org and cc
> > z...@gnome.org.
>
> I think it's better all round to share reimbursement details with as
> few people as possible. Can the process be changed so that Rosanna
> gets the ack about the funds being approved and the reimbursement
> (bank) details are only sent to her?
>

Unfortunately, someone else still has to check the reimbursement details
and put it on the Board wiki for Rosanna, so it's a 2 person job. Since 

Re: Request for budget to update the event box contents

[Ekaterina Gerasimova]

On 8 February 2018 at 12:16, Allan Day  wrote:
> Replying selectively...
>
> Ekaterina Gerasimova  wrote:
> ...
>> There was already one in the US when I was on the board, what's happened to 
>> it?
>>
>> https://wiki.gnome.org/Events/Box/NorthAmerica
>
> As far as I know, Emily still has it. This has been discussed at
> various points while I've been on the board and I'm not entirely sure
> what the current status is. It's possible that we decided that the box
> is too big to be practical, but I might be wrong about that.

I think that box is the same size as the smaller European box. If
there was a size issue, then it would make sense to have a critical
look at what it would be used for and how it would be transported.
e.g. if it's always transported by someone rather than shipped, then a
smaller suitcase could work, but contents would be restricted to
pretty much laptop and stickers.

If the box will be shipped, my recommendation after having gone
through 4 cases is to go for heavy duty ones because while they are
heavy, they won't need to be replaced every year.

> ...
>>> By the way, what color banner are you planning on buying? Since the
>>> Foundation color is green and the project color is blue, we have been
>>> encouraging people to try to go for blue when getting banners and things for
>>> booths. This isn't a formal policy of course and it'd be great to hear your
>>> thoughts on this.
>>
>> Our table cloth is green because we wanted to use the Foundation
>> colour. The roller banner is blue. One of the old banners is green and
>> the other is blue. As we're next to the KDE stand, if we have only
>> blue banners, we blend in too much and it looks weird. Also, we do
>> represent the Foundation rather than just the project at FOSDEM. i.e.
>> we talk about the Foundaiton and the work that it does, we've signed
>> people up for FoG before, etc. I don't know how much this is the case
>> at other events though.
>
> I'd like to encourage people to use the colours in the draft brand
> guidelines. There was a fair amount of work put into these, and it's
> important that we use consistent branding wherever possible.

The best we can do for banners is to vaguelly match the colours anyway
unless we go for printing services which are ~2 or more times as
expensive. As they get a lot of use, it's not economical to compromise
on quality.

>>> For print outs, we are trying to have more of a consistent brand. To help
>>> with that we have these draft brand guidelines for designers:
>>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png
>>> and
>>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png
>>
>> Can these please be moved to GNOME infrastructure? It's weird that our
>> official branding guidelines are not hosted by us.
>
> The fact that they're in Github is probably down to two factors:
>
>  1. Github is where we keep source files and in-development work for design
>  2. While I would like to encourage people to follow the guidelines,
> they're still a bit rough in places and need to be finished. Once
> that's happened we'll probably have a PDF on GNOME infrastructure
> somewhere.
>
> There are various historical reasons for 1, including technical
> limitations of GNOME infrastructure. With the shift to Gitlab those
> might be resolved, and we're experimenting with using it for future
> design work.
>
> Allan
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Re: Request for budget to update the event box contents

[Allan Day]

Replying selectively...

Ekaterina Gerasimova  wrote:
...
> There was already one in the US when I was on the board, what's happened to 
> it?
>
> https://wiki.gnome.org/Events/Box/NorthAmerica

As far as I know, Emily still has it. This has been discussed at
various points while I've been on the board and I'm not entirely sure
what the current status is. It's possible that we decided that the box
is too big to be practical, but I might be wrong about that.

...
>> By the way, what color banner are you planning on buying? Since the
>> Foundation color is green and the project color is blue, we have been
>> encouraging people to try to go for blue when getting banners and things for
>> booths. This isn't a formal policy of course and it'd be great to hear your
>> thoughts on this.
>
> Our table cloth is green because we wanted to use the Foundation
> colour. The roller banner is blue. One of the old banners is green and
> the other is blue. As we're next to the KDE stand, if we have only
> blue banners, we blend in too much and it looks weird. Also, we do
> represent the Foundation rather than just the project at FOSDEM. i.e.
> we talk about the Foundaiton and the work that it does, we've signed
> people up for FoG before, etc. I don't know how much this is the case
> at other events though.

I'd like to encourage people to use the colours in the draft brand
guidelines. There was a fair amount of work put into these, and it's
important that we use consistent branding wherever possible.

...
>> For print outs, we are trying to have more of a consistent brand. To help
>> with that we have these draft brand guidelines for designers:
>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png
>> and
>> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png
>
> Can these please be moved to GNOME infrastructure? It's weird that our
> official branding guidelines are not hosted by us.

The fact that they're in Github is probably down to two factors:

 1. Github is where we keep source files and in-development work for design
 2. While I would like to encourage people to follow the guidelines,
they're still a bit rough in places and need to be finished. Once
that's happened we'll probably have a PDF on GNOME infrastructure
somewhere.

There are various historical reasons for 1, including technical
limitations of GNOME infrastructure. With the shift to Gitlab those
might be resolved, and we're experimenting with using it for future
design work.

Allan
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Re: Request for budget to update the event box contents

[Ekaterina Gerasimova]

On 8 February 2018 at 03:06, Nuritzi Sanchez  wrote:
> On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova
>  wrote:
>> Laptop: up to £1800
>> Cables and other hardware: up to £100
>> Pens, markers, stationary and storage solutions: up to £100
>> Banner and other display materials: up to £200
>> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
>> £150
>
> This request comes at a good time since we were planning on surfacing some
> other budget requests this year for conferences and events (see our last
> meeting notes https://etherpad.gnome.org/p/engagement-team-meetings).
>
> We have been given a budget of $5,000 USD for marketing purposes, so we'll
> need to request additional funds for this.

I was under the impression that I was asked to break down the costs so
that they could be approved individually?

> Knowing about this request and
> helping you process it will help us maintain travel boxes in the future. For
> future budgeting purposes, how often do you have to replace items in the
> travel box?

It's complicated because of how the boxes have been updated and
re-stocked since I started curating the first one 8 years ago. What we
actually need and use in the boxes has also changed in that time quite
considerably.

I would estimate that the hardware should be replaced every 4-5 years.
Good quality banners every 5-10 years, but cheap ones every 2-3 years.
Stationery gets a small update every year, but we've reached a point
where most of it needs to be replaced.

> We had also thought about creating a travel box for the US at some point
> since the one we had years ago got lost so it's really helpful to see how
> much you're planning on spending for the European one.

There was already one in the US when I was on the board, what's happened to it?

https://wiki.gnome.org/Events/Box/NorthAmerica

Also, you should consider what you need for events in the US. It may
be different from what we need in Europe. Also, keep the weight and
the size of the box in mind. The bigger European one needs two people
for moving it around. I can handle the smaller one on my own, but I
would struggle without help.

> By the way, what color banner are you planning on buying? Since the
> Foundation color is green and the project color is blue, we have been
> encouraging people to try to go for blue when getting banners and things for
> booths. This isn't a formal policy of course and it'd be great to hear your
> thoughts on this.

Our table cloth is green because we wanted to use the Foundation
colour. The roller banner is blue. One of the old banners is green and
the other is blue. As we're next to the KDE stand, if we have only
blue banners, we blend in too much and it looks weird. Also, we do
represent the Foundation rather than just the project at FOSDEM. i.e.
we talk about the Foundaiton and the work that it does, we've signed
people up for FoG before, etc. I don't know how much this is the case
at other events though.

> For print outs, we are trying to have more of a consistent brand. To help
> with that we have these draft brand guidelines for designers:
> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png
> and
> https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png

Can these please be moved to GNOME infrastructure? It's weird that our
official branding guidelines are not hosted by us.

> We also have some flyers people can print out here:
> https://cloud.gnome.org/index.php/s/sKIAXUjmNYgI9rc in case you're
> interested.

Thanks

>> I am somewhat unclear on who needs to actually make the approval for
>> this request and how to get reimbursement. If anyone knows, tell me!
>
>
> I'm the current budget holder, but we'll soon be making a committee to
> handle requests moving forward so that it's not just one person.
>
> Here are instructions for how to ask for reimbursement after you have made
> the purchases: https://wiki.gnome.org/Engagement/Reimbursements.
> Note: this page needs to be slightly updated, but is mostly correct. In this
> case, you can send the reimbursement request to nuri...@gnome.org and cc
> z...@gnome.org.

I think it's better all round to share reimbursement details with as
few people as possible. Can the process be changed so that Rosanna
gets the ack about the funds being approved and the reimbursement
(bank) details are only sent to her?

As the former treasurer, I am also interested in how you are keeping
track of the budget. Are you using a spreadsheet? I actually manage
similar sorts of budgets at work and would be happy to share how we
separate the reimbursements from the approval and our processes.

>> I would like to update the box contents in time for JDLL without
>> having a mad rush to get it done at the last second. The board is
>> deciding on what would need to be done with the old contents.
>
>
> Ok, it looks like JDLL is in 

Re: Request for budget to update the event box contents

[Elle O]

Are the printouts/related stuff already settled/designed? If not then I
might have time to do it later this week.

Unfortunately the engagement group calls are now a little early for me
(since I'm in CA), so I'm out of the loop on those and may have missed
something.

Thanks!

On Wed, Feb 7, 2018 at 7:06 PM, Nuritzi Sanchez  wrote:

> Hi Kat,
>
> On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova <
> kittykat3...@gmail.com> wrote:
>
> In all cases, I will chose the optimum cost-quality options. As the
>> board suggested that I should group the costs by type of item, the
>> estimated totals may in some cases be higher than the final
>> reimbursement request because I'm not keen on getting quotes for pens
>> and markers ahead of buying them.
>>
>
> That sounds fine.
>
>
>>
>> Laptop: up to £1800
>> Cables and other hardware: up to £100
>> Pens, markers, stationary and storage solutions: up to £100
>> Banner and other display materials: up to £200
>> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
>> £150
>>
>
> This request comes at a good time since we were planning on surfacing some
> other budget requests this year for conferences and events (see our last
> meeting notes https://etherpad.gnome.org/p/engagement-team-meetings).
>
> We have been given a budget of $5,000 USD for marketing purposes, so we'll
> need to request additional funds for this. Knowing about this request and
> helping you process it will help us maintain travel boxes in the future.
> For future budgeting purposes, how often do you have to replace items in
> the travel box?
>
> We had also thought about creating a travel box for the US at some point
> since the one we had years ago got lost so it's really helpful to see how
> much you're planning on spending for the European one.
>
> By the way, what color banner are you planning on buying? Since the
> Foundation color is green and the project color is blue, we have been
> encouraging people to try to go for blue when getting banners and things
> for booths. This isn't a formal policy of course and it'd be great to hear
> your thoughts on this.
>
> For print outs, we are trying to have more of a consistent brand. To help
> with that we have these draft brand guidelines for designers: https://raw.
> githubusercontent.com/gnome-design-team/gnome-marketing/
> master/brand/style-guide.png and https://raw.githubusercontent.com/gnome-
> design-team/gnome-marketing/master/brand/style-examples.png
>
> We also have some flyers people can print out here:
> https://cloud.gnome.org/index.php/s/sKIAXUjmNYgI9rc in case you're
> interested.
>
>
>
>> I am somewhat unclear on who needs to actually make the approval for
>> this request and how to get reimbursement. If anyone knows, tell me!
>>
>
> I'm the current budget holder, but we'll soon be making a committee to
> handle requests moving forward so that it's not just one person.
>
> Here are instructions for how to ask for reimbursement after you have made
> the purchases: https://wiki.gnome.org/Engagement/Reimbursements.
> Note: this page needs to be slightly updated, but is mostly correct. In
> this case, you can send the reimbursement request to nuri...@gnome.org
> and cc z...@gnome.org.
>
>
>> I would like to update the box contents in time for JDLL without
>> having a mad rush to get it done at the last second. The board is
>> deciding on what would need to be done with the old contents.
>
>
> Ok, it looks like JDLL is in late March so we have about 1 - 2 weeks to
> get this sorted out. Please keep us updated on any other relevant
> deadlines.
>
> Thank you for doing all of this, Kat!
>
> --
> Nuritzi Sanchez
> GNOME Foundation 
> President, Board of Directors
>
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>
>
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Re: Request for budget to update the event box contents

[Nuritzi Sanchez]

Hi Kat,

On Wed, Feb 7, 2018 at 1:01 PM, Ekaterina Gerasimova  wrote:

In all cases, I will chose the optimum cost-quality options. As the
> board suggested that I should group the costs by type of item, the
> estimated totals may in some cases be higher than the final
> reimbursement request because I'm not keen on getting quotes for pens
> and markers ahead of buying them.
>

That sounds fine.


>
> Laptop: up to £1800
> Cables and other hardware: up to £100
> Pens, markers, stationary and storage solutions: up to £100
> Banner and other display materials: up to £200
> 1 shipping of the box from UK to France with UPS or DHL for JDLL: up to
> £150
>

This request comes at a good time since we were planning on surfacing some
other budget requests this year for conferences and events (see our last
meeting notes https://etherpad.gnome.org/p/engagement-team-meetings).

We have been given a budget of $5,000 USD for marketing purposes, so we'll
need to request additional funds for this. Knowing about this request and
helping you process it will help us maintain travel boxes in the future.
For future budgeting purposes, how often do you have to replace items in
the travel box?

We had also thought about creating a travel box for the US at some point
since the one we had years ago got lost so it's really helpful to see how
much you're planning on spending for the European one.

By the way, what color banner are you planning on buying? Since the
Foundation color is green and the project color is blue, we have been
encouraging people to try to go for blue when getting banners and things
for booths. This isn't a formal policy of course and it'd be great to hear
your thoughts on this.

For print outs, we are trying to have more of a consistent brand. To help
with that we have these draft brand guidelines for designers:
https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-guide.png
and
https://raw.githubusercontent.com/gnome-design-team/gnome-marketing/master/brand/style-examples.png

We also have some flyers people can print out here:
https://cloud.gnome.org/index.php/s/sKIAXUjmNYgI9rc in case you're
interested.



> I am somewhat unclear on who needs to actually make the approval for
> this request and how to get reimbursement. If anyone knows, tell me!
>

I'm the current budget holder, but we'll soon be making a committee to
handle requests moving forward so that it's not just one person.

Here are instructions for how to ask for reimbursement after you have made
the purchases: https://wiki.gnome.org/Engagement/Reimbursements.
Note: this page needs to be slightly updated, but is mostly correct. In
this case, you can send the reimbursement request to nuri...@gnome.org and
cc z...@gnome.org.


> I would like to update the box contents in time for JDLL without
> having a mad rush to get it done at the last second. The board is
> deciding on what would need to be done with the old contents.


Ok, it looks like JDLL is in late March so we have about 1 - 2 weeks to get
this sorted out. Please keep us updated on any other relevant deadlines.

Thank you for doing all of this, Kat!

-- 
Nuritzi Sanchez
GNOME Foundation 
President, Board of Directors
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