CommComm Member Travel Fund allocation request for 2017

[hackygolucky]

CommComm Travel Allocation Request for 2017 for Board deck

We would like to encourage as many collaborators to attend/represent at Collab Summit and other relevant events for the remainder of this year, and part of that is making sure it is known that everyone meeting in one place is awesome(and valued) on our non-technical contribution side as well! This estimate is with the hope that all of this will not be needed, but we'll want to heavily evangelize this to all collaborators because we've been hearing a lot of feedback of the financial challenge it can be to attend these events. Calculating for members of CommComm and the Evangelism WG and reducing the count for employees of corporate members, with a North America to non-NA ratio at 60/40, and estimated at a $500 domestic/$1000 international flight rate, I expect at 2 nights' hotel:

***a general rule for our travel funds is that if you are an employee of a corporate member in Node.js, we ask that you refrain from requesting from the public fund and instead ask your employer. We are happy to help provide information on the value of these events.

Whereabouts	Count	Flight Cost	Lodging
North America	12	$500	$210
Everywhere Else	8	$1000	$210
Total	20	$14,000	$8200

Total Allocation Request: $22, 200

This allocation will be contingent upon the Board's approval of the fund being established in #81

[ghost]

i won't make it to the vancouver collab because it's in the same week as my first week of university, so that's roughly $1k less

[nebrius]

$22k sounds reasonable to me.

@pup even if you can't make it, there's always a chance we'll get someone else from Europe who wants to attend. I'd prefer to keep you counted for now, for statistical reasons if nothing else.

[ghost]

@nebrius thats fair!

[bnb]

Will there be a collaborator's summit at this event? If so, and it follows the same structure we've done in the past, I'd like to request that hotel accommodations for that be included in this as well.

[nebrius]

Will there be a collaborator's summit at this event? If so, and it follows the same structure we've done in the past, I'd like to request that hotel accommodations for that be included in this as well.

There will be a collaborator's summit right after Node Interactive in Vancouver in October, see openjs-foundation/summit#44 for more details.

Hotel is included, see the "Lodging" column. I do have a question though @hackygolucky, how many nights is that for? It sounds like one night to me, but we'll probably need three nights per person.

[mhdawson]

@nebrius I think the original comment say its for 2 nights.

[nebrius]

@mhdawson ah, yes, you are correct.

I was thinking three nights so that people can arrive the day before and depart the day after the summit. Thinking about it further, two nights is probably sufficient for folks on the west coast, but I think it would be better to give folks with a long flight the ability to fly out the day after (unless you like red-eye flights of course!)

Thoughts?

[hackygolucky]

This whole thing is calculated for the Collaborators Summit only, for travel and lodging. I did not calculate for Node Interactive attendance or ticket registration, as even for collaborators it still costs $$$. If I calculated for that, each person would be nearly 5 nights' stay and the added reg cost. To note: this was not done for the TSC travel fund calculations either. I worried about the lack of neutrality of us calculating folks attending this conf and not other ones. Maybe that's nonsensical :-/

[nebrius]

This whole thing is calculated for the Collaborators Summit only, for travel and lodging. I did not calculate for Node Interactive attendance or ticket registration, as even for collaborators it still costs $$$. If I calculated for that, each person would be nearly 5 nights' stay and the added reg cost. To note: this was not done for the TSC travel fund calculations either. I worried about the lack of neutrality of us calculating folks attending this conf and not other ones. Maybe that's nonsensical :-/

Ahh, I see, that makes sense. I think I still lean towards calculating three nights stay, aka assuming folks will not be at the conference. That said, maybe it would make sense to use a proportion? We could assume that, say, 50% of people making use of this fund would be at the conference (and thus have the first night covered), and the other 50% would not. This would mean assuming 2.5 nights per person. What do you think?

[bnb]

@hackygolucky is there anything else that we need to do for this, or can we close it?

[hackygolucky]

This exists in the Admin repo under joint responsibility of the TSC and CommComm for approving requests. Closing because it was approved as a joint effort via the Node.js Board of Directors for funding.