@gabriel Thank you for running the numbers! At the end this year that’s going to be what determines most of our constraints.
To stay with the 50KE budget, we’ll likely have to:
- Reduce the number of people attending the conference to ~5-6 people, to bring down the cost of the conference week to ~23KE, and be able to preserve the week of coworking with the larger team (at 31KE, we’re already above budget at 54KE).
- We might be able to bring the number of conference attendees up a bit if we find cheaper accomodation (thanks for the tips @sarina!), and if some or all of the conference participants are core contributors, since then the time spent could come from the existing core contributor budget. The time spent at the conference would still be a cost, but not an additional one specific to the event, so we could remove it from the conference budget for core contributors.
I agree that Mexico makes a lot of sense for this year, both for weather and pricing. In particular, Mexico City is an amazing city, with reasonable prices, and good/direct flights at reasonable prices from most places. Doing it after the conference also makes sense.
I would avoid islands due to the often poorer internet connections there, as well as higher prices. Central & South America sound great too, but afaik flights become increasingly more expensive as we go down south from Mexico.
Conference attendees selection
I like the idea of bringing new members to the conference, but besides the previous point about budget, I also think it’s important to have the people who are the most involved in the community to be able to attend and participate to the discussions there. We’ll already be have less representation of the team due to much smaller numbers of OpenCraft attendees, so we need to maximize the impact and still be able to represent the team. For newer members, already getting to spend a week with the whole team should be a good first step, and hopefully in future years we’ll be able to get more people at the conference too.
Since we currently have 10 core contributors, that doesn’t solve it all, we still need to pick the 6 attendees. To again maximize the impact, we should probably prioritize those who get a talk accepted. Maybe we could also use this to help keep the attendance open to non-core contributors team members? I.e. we would get all core contributors to submit a talk, but also everyone else in the team who would be interested in attending the conference & giving a talk too? That could balance a bit the odds, and give a better chance for any non-core contributor who does attend to have an impactful interaction with the larger Open edX community?
Btw, with the submission of talks topics now open, we need to schedule the tickets to brainstorm & submit them.
This year, still due to budget issues, we won’t be able to sponsor the conference like in previous years – but there is a “in kind” sponsoring tier which we could (and imho should) still contribute. It’s actually something on which we can bring more value to the conference than simply with contributing money, even if both are important to make the event happen and be interesting. @gabriel Do you already know how that time would be provided & what it would be used for?