Interest in hosting Akademy 2018

[Aleix Pol]

On Wed, Jun 7, 2017 at 12:26 AM, Stefan Derkits <stefan at derkits.at> wrote:
> Hello,
>
> On 2017-06-02 02:18, Stefan Derkits wrote:
>> You can expect a draft proposal soon, but I hope you work together with
>> us to check the (financial) feasability & requirements of the location.
>
> I hope my first mail about interest in Akademy 2018 wasn't too late (it
> was 2 am on June 2nd in Austria, but for sure still June 1st somewhere
> else ;) ).

It's perfectly fine :)

> I wanted to give you a quick update, especially with questions:
>
> While there is still a 1 week feedback period on their side, I got a
> positive reply from the local Student representation, that they would
> support Akademy 2018 and thus reserve the rooms for free. This makes a
> proposal from Vienna 90 % sure.
>
> I gave the Akademy Team access to the draft proposal (on share.kde.org),
> but there is no "Board" Team.
>
> @Board/Akademy Team: I would have some questions, I hope you could
> answer them:
> -) In order to get the lecture halls & other rooms for free, the rooms
> would need to be reserved by "Fachschaft Informatik", the local computer
> science reprentation. They would of course be reserved for Akademy, but
> if KDE eV would act as registrar of the rooms it would be much more
> expensive. Would such a construct (that a local organization reserves
> the rooms) OK?

Yes. This year we are already doing it. See the "venue sponsor".
https://akademy.kde.org/2017

> -) Apart from reservation, what extra costs for the venue do you think
> are necessary/need to be in the proposal? Is cleaning (e.g. of the
> toilets) needed at the weekend or would once (before the conference) be
> enough. A/V equipment for recording the talks? Security (I guess only if
> requested by the Venue)?

Generally speaking, it's fine to spend some money on local facilities.
That said, the cheaper the better of course.
In any case, I don't think we want an unsanitary Akademy anyway, so if
we need to pay to have the toilets cleaned, then we probably should.

> -) What sort of accomodation is wanted for the sposored accomodation?
> Single/Twin rooms only or would dormitories also be OK?

I guess dormitories could work, although I haven't been at a dormitory
in an Akademy.
You could send a couple of alternatives in the proposal so we get an
idea of the prices.

> It would also be nice if we could organize a IRC "meeting" in the next
> week, to go over questions and the draft proposal. I know you're
> probably busy with organizing Akademy 2017, but the Call For Hosts isn't
> that extensive and so I'm unsure what is definitly needed in the proposal.
> If no such meeting is possible, should I send questions to both Board &
> Akademy team or maybe only to Akademy team or to someone personally?? :)

Yes, meeting could be useful. I'll be happy to join.

Aleix