Maemo Summit 2009/Sponsored travel
(New page: We need a procedure for people to request travel sponsorship - as part of the registration process is easiest - and an idea of travel budget, and a procedure and selection criteria for re...) |
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We need a procedure for people to request travel sponsorship - as part of the registration process is easiest - and an idea of travel budget, and a procedure and selection criteria for requests. Who will have responsibility for approving requests? The council, or Nokia? How will reimbursements happen? | We need a procedure for people to request travel sponsorship - as part of the registration process is easiest - and an idea of travel budget, and a procedure and selection criteria for requests. Who will have responsibility for approving requests? The council, or Nokia? How will reimbursements happen? | ||
| + | See [http://talk.maemo.org/showthread.php?t=29494 this thread on Talk] | ||
== Checklist == | == Checklist == | ||
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* When and how will reimbursements be handled? | * When and how will reimbursements be handled? | ||
* What criteria will be used to decide who gets travel authorised? | * What criteria will be used to decide who gets travel authorised? | ||
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| + | Ideas from Quim in that Talk thread: | ||
| + | :* Clear criteria to be invited: speakers, core volunteers in the organization, what else? | ||
| + | :* The decision of inviting community members is made by community members (who?) | ||
| + | :* An external travel agency takes care of travel arrangements, as we did in the Danish Weekend. | ||
| + | :* We book a number of rooms in the same place and we pay in a single go as group reservation (as done with the Tracker Hackfest last year and in the Danish Weekend too). | ||
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| + | :This system requires that the list of approved sponsored participants is known quite in advanced. It is also tied to the approval of sessions/speakers. | ||
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| + | :Perhaps we spend 50-80% of the budget this way and we look for more ad-hoc decisions and more manual handling of expenses after that, to have some flexibility closer to October? | ||
Revision as of 18:06, 12 June 2009
We need a procedure for people to request travel sponsorship - as part of the registration process is easiest - and an idea of travel budget, and a procedure and selection criteria for requests. Who will have responsibility for approving requests? The council, or Nokia? How will reimbursements happen?
Checklist
- Procedure for attendees to ask for sponsorship
- What is the total travel budget?
- Who will authorise travel requests?
- When and how will reimbursements be handled?
- What criteria will be used to decide who gets travel authorised?
Ideas from Quim in that Talk thread:
- Clear criteria to be invited: speakers, core volunteers in the organization, what else?
- The decision of inviting community members is made by community members (who?)
- An external travel agency takes care of travel arrangements, as we did in the Danish Weekend.
- We book a number of rooms in the same place and we pay in a single go as group reservation (as done with the Tracker Hackfest last year and in the Danish Weekend too).
- This system requires that the list of approved sponsored participants is known quite in advanced. It is also tied to the approval of sessions/speakers.
- Perhaps we spend 50-80% of the budget this way and we look for more ad-hoc decisions and more manual handling of expenses after that, to have some flexibility closer to October?