On Thursday 26 April 2012 15:34:10 Michal Hrusecky wrote:
Hi,
little update from negotiations. We found a way how to make it all work. It's not perfect, but according to my opinion doable.
There is dormitory in the campus where they do have free space. They have conference room for 200 people, for 80 people and two rooms for 40 for workshops. We can rent this on Monday and Tuesday and spend the weekend at the University so we will have to move on Sunday evening/Monday morning. Currently it looks like these two days will cost us about 90-100k CZK < 4k EUR.
I know it would be better to start alone and then have a big event all together, but unfortunately dormitory doesn't have enough free rooms on Thursday.
On university we can take during weekend pretty much as much small rooms as we want, the rest will depend on how do we divide it with other two conferences. Costs for University is still unofficial (we were talking about 40k CZK ~ 1.6k Eur, final offer still in discussion).
I believe it's still doable. And I still think that it will be awesome event. I'll try to meet with them and discuss stuff asap. Little downside, I'm leaving for conference in Wien next week and will be there whole week.
Not sure whether I can actually sign anything on behalf of the company and what is still Okish from the budget point of view. Will go scouting the location and will try to meat with dean and dormitory manager to get at least some reservation before I'll leave, so will be sure that nobody will decide to have conference in the same time at same place before somebody will sign it on behalf of company.
Now, even more downsides. We are talking about October 20-23. On 23rd PostreSQL conference Europe starts in Prague at different university (one day overlap, probably no big deal). From 18th to 21st there is Realtime Linux Workshop somewhere (probably no big issue for us either). And on 20/21st there should be GSoC Mentor summit if I'm not mistaken (two people from each open source project not able to come to our conference).
Scouted dormitory, pictures and videos here[1], could use some
editing/putting together. Disadvantage, they do the catering and we
would have to negotiate something to be able to sell our beer. Reserved
dormitory for Monday and Tuesday, final details to be polished next
week. I'll either confirm it and tell them details or cancel it. On
Monday I have a meeting with the dean of faculty to discuss everything.
What is needed to discuss is price for the weekend at university (for
LinuxDays conference, RedHat is putting in 1000 EUR). There was also the
option that they'll let us stay at university and move their courses to
the dormitory - more freedom and less work for us or that they'll manage
to give us discount for dormitory. So currently it looks like it will
work, unless we will hit some other major issue. Final price depends on
Monday. I believe that without any discounts and if we would pay for
whole LinuxDays (which we are not going to do), based on current
estimates, total price will be less than 200k CZK ~ 8k EUR. Will get
lower based on RedHat and depending on what rooms we will need.
[1] http://cloud.hrusecky.net/apps/files_sharing/get.php?token=585b1b41a60dce33c...
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Michal Hrusecky