Background
In the past, Inkscape has chosen to fund Hackfest costs, including venue, hotel, and travel expenses.
Proposal
This year's Hackfest in Bensberg has an estimated cost requirement of up to 20000 € for 10 attendees.
Cost calculation
The fee per attendee is 837 € and is due on the last day of the event, payable via debit or credit card (VISA, Mastercard). A billing address needs to be provided in advance.
hotel room incl. breakfast 127 € x 4 days = 508 €
catering service (days 1-4) 70 € x 4 days = 280 €
catering service (day 5) 49 € x 1 day = 49 €
-------------------------------------------- 837 €
837*10(attendees)= 8370 €
One attendee (RdH) needs to pay the additional fee for the meeting room.
meeting room (days 1-5) 180 € x 5 days = 900 €
An additional 730€ is requested to be used to cover any unexpected expenses, the full balance to be returned if none arise.
In the past, the project has also offered reimbursement of up to 1000€ in travel expenses, to be reimbursed to each attendee upon submitting of travel receipts.
Note that there is no per-diem, as all expenses are included with the accommodations. Please see this wiki for more information:
Thus,
Funds requested for Hotel
The vote is for 10,000.00€ in funds to be allocated up-front with the expectation that receipts for rooms, venue, and any remaining balance will be returned upon conclusion of the event.
Up to a further 10,000.00€ in travel expenses, to be reimbursed after the event, under SFC's net30 (days) reimbursement policy, to be refunded to attendees upon submitting receipts for these expenses to SFC.
Pono will be the point of contact for any SFC reimbursement issues.
Total: (up to) 20,000.00€
Timeline
Proposed: 2023-01-03
Closes: 2023-01-11