[Eg-oversight-board] Fwd: INDIANA 2012: 5 action items from the call last week.

Tue Nov 15 12:07:44 EST 2011

Forwarding budget info for 2012 conference. 

Elizabeth McKinney 
PINES Program Director 
Georgia Public Library Service 
A Unit of the University System of Georgia
1800 Century Place, Suite 150
Atlanta GA 30345
404.235.7141
emckinney at georgialibraries.org
http://www.georgialibraries.org/

----- Forwarded Message -----
From: "Jim Corridan (ICPR)" <jcorridan at icpr.IN.gov>
To: "Elizabeth McKinney" <emckinney at georgialibraries.org>
Cc: "Shauna Borger" <SBorger at library.IN.gov>, "Bradley M. Kuhn" <bkuhn at sfconservancy.org>
Sent: Monday, November 7, 2011 9:47:14 AM
Subject: FW: INDIANA 2012: 5 action items from the call last week.

Elizabeth	

Here is the budget for the conference.

Jim

-----Original Message-----
From: Borger, Shauna 
Sent: Friday, September 30, 2011 8:12 AM
To: Bradley M. Kuhn; Knapp, Wendy; Schaber, Emily; Corridan, Jim (ICPR)
Cc: evergreen at sfconservancy.org; tony at sfconservancy.org; McKinney, Elizabeth
Subject: RE: INDIANA 2012: 5 action items from the call last week.

Hello Bradley,

Attached you will find the 2012 EG International documents you requested: budget (PDF), sponsorship and exhibitor manual (PDF), and sponsorship and exhibitor application (Word document). I hope you also received the contract that I emailed yesterday. At the end of the sponsorship and exhibitor application there is information on how to pay sponsorship and exhibitor fees. Please fill out this information according to the way in which the software conservancy will accept payment. Thank you in advance for your contribution.

Please feel free to contact me with questions and comments.

Thanks,

___________
Shauna Borger
Evergreen Indiana Coordinator

Indiana State Library
140 North Senate Avenue
Indianapolis, IN 46204
Direct: 317-234-6536
Toll free: 1-800-451-6028
Fax: 317-232-0002
sborger at library.in.gov

-----Original Message-----
From: Bradley M. Kuhn [mailto:bkuhn at sfconservancy.org]
Sent: Wednesday, September 28, 2011 2:15 PM
To: Borger, Shauna; Knapp, Wendy; Schaber, Emily; Corridan, Jim (ICPR)
Cc: evergreen at sfconservancy.org; tony at sfconservancy.org
Subject: INDIANA 2012: 5 action items from the call last week.

Thanks to all of the Evergreen Conference Indiana 2012 team for your time on the phone last Thursday regarding the conference.  I wanted to follow up with a few action items that we discussed on the call.  The first item below we didn't cover in detail, but it did come up on the call yesterday with the 2013 team and, for some complicated reasons, that issue may be a factor in 2013 conference planning so I've put it first.

Item 1: Conservancy should get a copy of the venue contract Equinox
        signed, and discuss details with Equinox.

  Conservancy should discuss separately with Equinox what agreement it
  would be like in place between Conservancy and Equinox regarding the
  implementation of the venue agreement, since Conservancy is otherwise
  the fiscal agent for the conference.  I've following up in parallel on
  this point with Equinox.

Item 2: Overall budget should be drawn up

  Typically, the Oversight Board of a project, in collaboration with the
  local conference team, prepares the budget for the conference.  I'm
  happy to assist as necessary with any aspect of this, but unless
  prompted I'll rely on the Evergreen Oversight Board and the local team
  to prepare this.  Please get me a draft as soon as you can; I believe
  Equinox shared their budgets for previous conferences, and I'm happy
  to share budgets from other conferences Conservancy has done for other
  projects upon request.

Item 3: Indiana team to circulate draft conference sponsorship agreement.

  Conservancy needs to approve this and make edits as necessary to
  ensure that the sponsorships properly comply with the IRS rules for
  "qualified conference sponsorships" with a 501(c)(3) non-profit.
  Also, there was discussion regarding the 2013 Vancouver conference
  that perhaps a "two sponsorship deal" might make sense for some
  sponsors, and get funds more quickly into Evergreen's earmarked
  account.  I hope the 2012 and 2013 teams collaborate on that, and I'm
  happy to help on it as needed.

Item 4: Indiana team will decide what conference registration they wish to
        use, and coordinate implementation with Conservancy.

  Conservancy is generally agnostic on the subject, but recommends that
  something be found that has easy hookups to Google Checkout and PayPal
  for credit card processing.  Google Checkout is particularly important
  since it charges no credit card processing fees to 501(c)(3)
  non-profits.  Other Conservancy projects have used EventBrite
  successfully for this purpose and without incident, but the fees are
  relatively high.

Item 5: Food and beverage deposit due in December?

  I have a note from the call about this, but sadly my notes are too
  cryptic.  ISTR that perhaps there's a minimum payment due to the venue
  in December?  If so, we should get a total on that now so Evergreen
  can budget properly going forward to make sure funds are available.
  If there is a large lump sum due in December, we should also seriously
  consider opening up early bird registration in November.

--
Bradley M. Kuhn, Executive Director, Software Freedom Conservancy
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