[group-organizers] Hi from Princeton!

[Frank Valcarcel]

Hey Dan, I'm sure others will have some ideas but here's some thoughts that
immediately come to mind.

   1. Is there anything I should keep in mind when signing the venue's
>    rental agreement?
>

Be sure you understand what's included in the costs and what is not. Some
venues require staffing the event, have setup/tear down costs, and charge
for very granular things (tablecloth rentals, etc.). Also be sure their
WiFi can handle your expected attendance - this one is commonly overlooked
and is very important for a workshop.


>    2. What is the best/appropriate method to get money from our sponsor to
>    our venue?


The PSF offers fiscal sponsorship for user groups. If you go this route
know that they have a 6 week minimum turn around time for paying
invoices/POs. The PSF will setup a payment portal that your sponsor(s) can
use to allocate the funds for your group. If you pay the venue directly,
see if your sponsor is willing to pay them directly on your behalf. I don't
know how much it is going to cost you -- but unexpected taxes (receiving
sponsorship dollars is considered untaxed income) is a commonly overlooked
detail.

Good luck!




On Tue, Jul 24, 2018 at 11:30 AM Dan Clark <wpu.clark at gmail.com> wrote:

> Hi all,
>
> I'm a co-organizer of the Python User Group in Princeton (PUG-IP). We've
> always been informal, but we will be hosting a workshop in October. This
> one comes with a rental fee that we needed a sponsor for (at least in my
> time).
>
> So my questions are
>
>    1. Is there anything I should keep in mind when signing the venue's
>    rental agreement?
>    2. What is the best/appropriate method to get money from our sponsor to
>    our venue?
>
> Any help would be appreciated.
>
> --Dan Clark
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