Re: Registration for GUADEC 2017: request for opinions & testing

Benjamin Berg <[email protected]> Sat, 28 Jan 2017 19:56:32 +0100
Newsgroups	gmane.comp.gnome.guadec
Message-ID	<[email protected]>
Hey,

a bit off topic. Have you remembered to reserve beds for use by the
travel committee?

Benjamin 

On Sat, 2017-01-28 at 18:33 +0000, Sam Thursfield wrote:
> Hi Benjamin, cheers for all the info. I'll dig into the config etc.
> later on, but I can reply to a few bits now
> 
> On Fri, Jan 27, 2017 at 6:27 PM, Benjamin Berg
> <[email protected]> wrote:
> > >   * Will we offer a free T-shirt for donations over £100/€100?
> > 
> > btw. we called it "fee" last year as we couldn't book it as a
> > "donation" properly. Also if it was an actual donation, then any
> > offer
> > like a t-shirt is illegal.
> 
> OK; I guess this is something to discuss with tax experts before we
> launch it.
> 
> > >   * Will we give a 50% refund for cancellations on fees before a
> > >     certain date, and what date?
> > 
> > We didn't have any cancellations and this specific regulation was
> > chosen rather randomly to be honest.
> > 
> > I think you should decide this based on what cancellation policy
> > makes
> > sense with regard to the accommodation booking.
> 
> For accommodation, the problem is we have to front the cost of the
> rooms and if any of them are empty we'll lose money. So I think the
> cancellation policy for those will be "ask us", and we can decide
> case
> by case based on whether we have someone else to take on the room.
> 
> Perhaps we can just change this to "your fee can be returned (minus
> payment processing costs) if you cannot attend the conference,
> contact
> us on [email protected] before 1st July 2017."  The
> deadline there is chosen just because we'll be really busy in the
> last
> month :-)
> 
> ...
> 
> > Yep, as said above, choose whatever makes sense with regard to
> > accommodation. Though maybe another incentive like a 10% discount
> > on
> > the accommodation for "early bird" registrations could also work.
> 
> 
> I thought about this, but it gets kinda complicated. Right now we're
> planning to sell the rooms at cost price, so we would lose quite a
> bit
> of cash offering a 10% discount. And later if the rooms aren't
> selling, increasing the price by 10% is probably not going to help :-
> )
> 
> > Oh, I think last year we may have had people wiring money to the
> > Wau
> > Holland Stiftung in Germany. It means the contribution bypasses the
> > GUADEC budget, but it has the advantage of being tax deductible[1].
> > 
> > If people realize this is possible, it might happen more often that
> > people (i.e. "hobbyists") select "0€" but wire 40€ to WHS.
> 
> Did the Wau Holland Stiftung pass this money on to GNOME, or were
> those people donating *to* the Wau Holland Stuftung?
> 
> I was thinking the other day, I made a change to regcfp that prevents
> €0 donations... but then I started wondering how that works for
> volunteers, who still need to register but should probably not have
> to
> pay a registration fee.
> 
> >  * Maybe re-add a note about who is the legal host?
> >   (Personally I wanted that to make it clear one cannot sue us in
> > the
> >   US.)
> 
> I think the legal host is the GNOME Foundation this year, they are
> the
> ones who signed the contract with the venue. I guess we should
> discuss
> this with a law expert though.
> 
> I  think I agree with all your other suggestions, I'll implement them
> in my test instance early next week.
> 
> Thanks!
> Sam
>

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