Dear PLC,
thanks for voting. I also vote a. That means everyone has voted; the vote is unanimous.
The motion passes. I'll ask the SFC to sign the hotel contracts.
Best regards
Jonathan
Am 05.02.25 um 14:04 schrieb Jonathan Neuhauser:
Dear all,
==== Background ====
By popular request, I'm organizing another Inkscape summit in Nuremberg, Germany from Friday, May 23 to Wednesday, May 28; it's in the week of LGM (near Nuremberg Central Station, May 28 - May 31).
Eligible to attend are all Inkscape members as defined by the Membership policy.
In the past, Inkscape has chosen to fund conference costs, including venue, hotel, and travel expenses. More details: https://office.inkscape.org/nextcloud/index.php/s/qPNibLwCAbwpJ8a
The budget covers a total of 15 participants for our own event (4 full days) and hotel costs during LGM. Until now, I've received 8 registrations; the list of participants already makes me optimistic for a productive summit - although I do hope that a few more participants will still follow!
The summit has an estimated cost requirement of 15,000€ for up to 15 participants.
Maximum costs for 16 participants, including full-board meals (5 nights), conference room (4 days) during the summit: 13,000€. (Based on the offers I have received so far, it will be closer to 9,000€)
Hotel cost for 16 participants, including breakfast, during LGM (4 nights): 5,000€
Official Inkscape Dinner: 500€
In the past, the project has also offered reimbursement of up to 1000€ in travel / visa 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. Attendees are asked to choose economical means of transport as per SFC policy. As requested on the last vote, I'm increasing the limit to 1,200€.
The vote is for 18,500.00€ 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 15,000.00€ 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. (Note that travel will be significantly cheaper for most participants). If possible, it would be nice if SFC could again book the flights directly.
(For reference: https://alpha.inkscape.org/board/referendums/resolutions/2023_Hackfest_Bensb...)
==== Ballot ====
Budget a maximum of 33,500€ for the Nuremberg Inkscape Summit, organized by Jonathan.
a) Approve this budget
b) Disapprove this budget
c) Alternative
Best,
Jonathan
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