Maemo Summit 2009/Sponsored travel
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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?
: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?
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Ideas from Jaffa:
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:Selecting which "general" community members go could be something like:
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:1. Top n karma holders
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:2. Top m tmo posters
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:3. Top o tmo thanks count (or ratio?)
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:4. One slot for a "caption" competition winner on tmo: "I'd like to go to the Maemo Summit because...". Judged by the council.

Revision as of 18:07, 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?

See this thread on Talk

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?

Ideas from Jaffa:

Selecting which "general" community members go could be something like:
1. Top n karma holders
2. Top m tmo posters
3. Top o tmo thanks count (or ratio?)
4. One slot for a "caption" competition winner on tmo: "I'd like to go to the Maemo Summit because...". Judged by the council.
Retrieved from "https://wiki.maemo.org/Maemo_Summit_2009/Sponsored_travel"