On Tue, Jan 29, 2013 at 11:30:12PM +0100, Johan Engelen wrote:
On 28-1-2013 16:38, Tavmjong Bah wrote:
> A yes from me too. In principle, I would favor getting developers
> together rather than manning booths but since we are not currently using
> the funds for that this is a good alternative.
When the costs are within reason, I'm OK with it too. (even if someone
wants to fly in from Europe, I feel it would be too much to refund the
full travel cost)
Should we set some limit on "manning booth"-type of expenses? (the
amount per person, and the total number of persons?)
I bet it would be helpful to set up some guidelines for what we'll spend
on what. Besides ensuring fairness across events, it might also help
encourage developers to go to events they wouldn't, since they'd have a
better idea of the costs.
To throw out a few ideas:
* Budget a yearly $$ to spend on events, and allow event organizers to
request an amount, and propose what it'll be spent on and how much to
pay for sponsoring. First come first served, when the budget limit
is hit, then no more events that year.
* Specify a total $$ amount per event, and a total number of events
we'll allow. We may choose to budget different amounts to different
kinds of events, or just divide equally. The event's budgeted amount
is allocated equally among attending developers for that event, to
reimburse travel, room, and/or (per-diem) food. No event organizers
are needed in this case, but we do need to decide which events
upfront. Attendees can decide on attendance up to the last minute,
but we do need to have them submit receipts prior to reimbursement.
Non-developer users can get reimbursed as a regular developer if
they're working the event (e.g. giving a presentation, manning a
booth, etc.) Developers who are working the event (presenting,
boothing..) get an increased reimbursement limit (maybe 150%?)
* Define a flat $$ sponsorship amount per developer, for any event,
that they can use for travel, rooming, or other (receipt-supported)
expenses at their discretion. We budget a specific number of
developer sponsorships we'll pay each year, first come first served.
In this case we may be able to provide the funds upfront.