Status report for the Apache Conference Planning Project (January 2008)
General News
------------
* Contracts for 2007
The contract addendum for ApacheCon Europe 2007 and the addendum for
ApacheCon US 2007 have been added to the foundation repository.
<<< --- confidential - please remove from published minutes --- >>>
* Hackathon cost at ApacheCon Europe 2008
The conference committee seeks approval from the board for
funds to offset some of the cost for committers (and invited
contributors) to attend the Hackathon at ApacheCon Europe 2008.
At ApacheCon Europe 2008 attending the Hackathon is not free
of charge. Unlike hotels in the US it is common in Europe for
hotels to charge per person instead of the room.
The Hackathon rates for ApacheCon Europe 2008 are as follows:
- Super Early Bird Rate (until 7 February)
180 Euro (+VAT) for 2-day Hackathon
- Early Bird Rate (until 7 March)
200 Euro (+VAT) for 2-day Hackathon
- Normal and On-site Rate
225 Euro (+VAT) for 2-day Hackathon
(single-day registrations are possible)
According to SCP these rates are break-even rates.
The conference committee suggests to cover 70 Euro per person
per day for attending the Hackathon at ApacheCon Europe 2008
to ensure that we get as many committers to attend the
Hackathon as possible.
This would result in the following rates (for both days):
- 40 Euro (+VAT), Super Early Bird Rate
- 60 Euro (+VAT), Early Bird Rate
- 85 Euro (+VAT), Normal and On-site Rate
Registration includes a lunch buffet, snacks, and coffee, tea,
and soft drinks for the whole day. The conference committee
therefore considers it as a good idea to charge at least
something for the Hackathon. Further, this should reduce the
number of people registering but actually not (or not fully)
attending the Hackathon.
At ApacheCon Europe 2007 we have had 87 individuals registered
for the Hackathon (in 2007 it was a 1-day Hackathon only).
Based on this number the conference committee estimates the
following min/max numbers for Europe 2008:
- min. est.: 60 2-day reg. = 8400 Euro (approx. 12420 USD)
- max. est.: 110 2-day reg. = 15400 Euro (approx. 22770 USD)
Depending on how SCP invoices the ASF we may have to pay a
19% VAT. So this would be an additional 1596-2926 Euro, but
then the ASF may apply for a VAT refund.
At some past ApacheCon conferences the ASF has provided funds
to cover the cost of committers to attend the media training.
The legal team was fine with this and confirmed that this
should not cause any problems regarding the ASF's non-profit
status. As covering some of the cost of committers to attend
the Hackathon is very similar, the conference committee does
not see any legal issues with this.
If the board approves the funds the necessary terms and
conditions (according to the definitions above) will be added
to the ApacheCon contract addendum for ApacheCon Europe 2008.
The addendum is created for each conference anyway and becomes
and amendment to our general ApacheCon contract.
<<< --- confidential --- >>>
Conference Overview
-------------------
* ApacheCon Europe 2008
Location and date: Amsterdam, April 7-11, 2008
Lead: Noirin Shirley
Co-Lead: Lars Eilebrecht
Planning list: planners-2008-eu@apachecon.com
Producer: Stone Circle Productions, Inc.
* ApacheCon US 2008
Location and date: New Orleans, November 3-7, 2008
Lead: Shane Curcuru
Co-Lead: Noel J. Bergman
Planning list: planners-2008-us@apachecon.com
Producer: Stone Circle Productions, Inc.
* Apache Track or ApacheCon Peru 2008
Location and date: Lima, Peru, October 18, 2008
An Apache-related conference or track may be co-hosted with the
VISION 2008. No final decision has been made yet.
* OSSummit Asia 2008 (joint-conference with Eclipse Foundation)
Location and date: (location and date to be defined)
Leaders: J Aaron Farr, Justin Erenkrantz, Noirin Shirley
Planning list: planners-2008-asia@apachecon.com
Producer/Owner: OSSummit LLC
ApacheCon Europe 2008 News
--------------------------
* Registration has been opened, and a formal announcement and press
release will be made soon.
ApacheCon US 2008 News
----------------------
No news since last board report.
ApacheCon Peru 2008 News
------------------------
There have been some further discussions with the organizers of the
VISION 2008 conference. It will be held in Lima 15-17 October, with an
Open Source Day on 18 October. If and how the ASF participates has not
been decided yet.
OSSummit Asia 2008 News
-----------------------
There have been further conference calls and discussions, but no
final decision about a new location and date have been made yet.
