[EuroPython] Structure prototypes

[Dario Lopez-Kästen]

----- Original Message ----- 
From: "Magnus Lyckå" <magnus@thinkware.se>
>
>I would certainly prefer a community based approach for EPC.

me too.

>I hope that I'll see concrete proposals from both Göteborg and
>Charleroi, so that we have some kind of basis for our discussions
>of what financial risks etc we are talking about.
>
>Dario said he'd post a budget. I assume it's fairly easy for Denis
>to present a budget for an EPC in Charleroi, considering that he
>has done it twice.

In communications with Laura and Jacob nearly two weeks ago, I was asked to
postpone the posting the budget until we had a clearer view of what the
event would encompass.

Jacob and Laura have some very interesitng ideas of how the EPC culd be
arranged here in Göteborg. I have sent a trimmed budget of an event my User
Group (not python related) will host in mid-September, so they have some
current numbers to work with.

>Unless we know something about actual costs, I feel that these
>discussions about financial risks etc seem very hypothetical.

Here are some **extremely** rough numbers just to give you an example, based
on an **imagined** conference event:

3-day conference
-----------------

Venue:
    2 rooms for ~30-40 people
    1 large room (cimena-like) for about 300 people
    1 large area for exibition/mingle space

Food:
    1 lunch every day (real lunch, not sandwiches)
    1 coffe+sandwich before lunch
    1 coffee+cookie after lunch
    Big dinner day 2
Other:
    1 small gift to speakers.

Sponsors:
    No sponsors
    No exhibitors,

Total costs:
    ~27.000 Euros exkl VAT
    + ~2000 Euros for any unexpected costs

Participants:
    25 speakers @ 0 Euro (no fee for speakers)
    6 organisers @ 0 Euro (no fee for organisers)
    110 participants @ 250 Euros each + VAT

Total earnings: ~27.500 Euros exkl VAT

VAT:    25% in Sweden

If we are to sponsor speakers with hotel or travel, we NEED to have sponsors
or exhibitors with real money.

I need to talk to the Laura and Jacob about what we want to do, because
depending of what kind of conference we want to have, the costs might change
a lot, depending on the amount of space, if we want to host sprints... This
will surely affect the costs, ie. sprints need rooms, etc.

Like I said, these are are idealistic numbers, and they may change a lot; I
am sure I have underestimated the costs for rooms, especially if we need to
arrange sprints that require rooms.

I will be away from a computer startign tomorrow for 2 weeks (I'll be abroad
on vacation with my family) so I'll be able to read mail again from August
30. (If I can manage to sneak my laptop as part of the luggage, there is a
small chance I might be able to read mail from the hotel ;-).

Anyway, I hope this will give you a rough estimate of the mount of money
required for an event *I* could come up with.

Cheers,

/dario

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