[EuroPython] Budget team

[M.-A. Lemburg]

Just a few comments...

Tom Deprez wrote:
>>How many 'info' people do you think we will need ?
> 
> 
> I guess 1 or 2 (so they can backup). They are just there to help people find
> hotels, taxis, information on Charleroi City, buses, phone calls, ticket
> problems, flight problems, sending faxes, toilets :-)...
> I think these people are needed. I've good memmories of such people at
> conferences. They could really help me when I was in panic, concerning
> certain problems and they could help in the native language of the country.
> Explain the problem etc

+1

>>Will we need extra hours ?
> 
> 
> I don't know if we need extra hours, but I'm sure we need guards.... If we
> have booths, there must be surveillance during the nights... This means that
> we've to hire a guard (or more). Are we or the congress (who's responsible?)
> for theft?
> Anyway if we've guards, we don't have to think anymore on the time and if
> needed we can take extra hours without a problem.

+1. I also think that we should get insurance for the booths, our rented
conference material (projectors, PCs, etc) and most important
to cover liability charges (e.g. someone hurts himself due to a
conference chair breaking, etc.).

>> How much our exhibitors would think a booth is worth ? ...
> 
> 
> I think we've to recount this. Let's put the bare minimum price to: 100 or
> 200 Euro max. (no entry ticket included!). Why? Well, because the conference
> isn't that big... and the booth people have to find interest among this
> small group. I'm not a booth expert, but I can imagine that in these
> conferences perhaps only 1% deals are comming from the visitors and 5% of
> 'name-knowing'. With an amount of min 200, to max 400(?) visitors, this
> isn't much.... Therefor a lower price of 100 to 200 Euro for 1 booth
> (=2,5m2, with 1 table and 1or2chairs).
> Bigger booths are just a multiply (perhaps this is too much, but I'm not
> sure)
> 
> Futher, the booth people need to know the exact price of a PC (I think this
> is correct on the wiki), then we need to know the extra money for the
> internet connection, projector and small conference room.
> 
> So the total sum for a 2,5m2 booth is then (my proposal): 100 (200max) Euro
> + entry ticket (=200 Euro(perhaps less, if we've a new calculation on
> friday))  + extra's. And extra's are : PC; internet connection, projector,
> conference room, .... (perhaps we need to add assurance fee?)
> 
> I don't know, but I think the above is reasonable for companies. (Of course,
> this isn't much for IBM, etc, but that are not the companies we have among
> us, do we :-) )

I think you are seriously underestimating the value of
a booth here. Note that the costs for the booth must cover
the extra charges we have for security, insurance, material
and organization. I doubt that EUR 200 would cover these for
three days and two nights.

Even though we are not in this for the money, the booth
fees provide us with one of the very few ways to raise
upfront money to leverage risk and secure the budget.

> We also need people at the entry (last-minute payments, making of badges,
> ...)

Right.

I'd suggest having 3 people full time and an additional
2 on the first day in the morning hours. Please remember
that we will need to train these people before the
conference !

> We need price settings for these too. (Can the conference offer english
> speaking personel?)

-- 
Marc-Andre Lemburg
CEO eGenix.com Software GmbH
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