I've attempted to summarize the discussion that occured yesterday on irc beginning at 14:51 UTC. In case anyone is missing logs from that time, see the attachment. -edrz
--------------------- edrz was adding timeline items from localteam meeting to http://debconf10.debconf.org/dates.xhtml moray was reviewing and asked: "Do we really expect to make sponsorship decisions between the end of Thursday 15 April and some time on Saturday 17 April? seems a short window" Ganneff and moray provided a description of the previously used process: a "first round" of sponsorship decision normally requires ranking who has requested it then giving out a first batch of money, it's normally been 95% of the time taken a geographically diverse team of 10-12 DDs was recruited. That team chose the date/time for the meeting via doodle poll. coordination happened via mail & irc. The meeting occured on irc. Prior to the meeting, team members spent some time doing combined or individual research on those requesting sponsorship. A csv of data is generated containing: travel amount, travel data, name, mail, dates, person type. One point of this research is that many applying will not be known beforehand to the team, and it is good to avoid "never heard of them"-type rejections. During the irc meeting the data can be posted, one potential sponsoree at a time, each team member votes: -1, -0.5, 0, +0.5, +1 for example (or perhaps larger range). after all requesters have been voted upon, votes are tallied to create a ranking. for those who end up with the same ranking, a second round of votes can be held. Rationale/considerations in favor of above: avoid cabalistic decision process ensure consideration of global differences Voting criteria: sponsoree involvement in debconf, debian, etc. participation in DC: speakers, volunteers and members of the orga team get some preference. amount requested: if clearly outrageous sums requested, that counts negatively in some cases, part of the total requested was offered. Global team is not opposed to changes in the process, merely providing information. In any case, a process and team need to be set RSN. Perhaps we can set some limited time frame for alternative procedures to be proposed and discussed. Then make a decision about how to procede. Concerns voiced wrt to the past process/things still unclear/suggestions for improvement: Concern was raised about this being a potential shouting match or popularity contest. Clint stated the above process is not what he had imagined. It would be good to hear from him how he envisioned it. whether/how to consider the amount requested. timing and dependencies between talk submission, sponsorship and reconfirmation might be possible to keep some travel funds in reserve for speakers Whether to pay all of a smaller batch vs. a % of a larger batch differences in perception: some see DebConf sponsorship as a reward for all their hard work on Debian. Others might not request funds because they _could_ pay even if it is hard for them to do so, but end up not getting any funding because they are reluctant to ask for it. Defining "need" is difficult and not really possible to document. how to weight the ranking/fund allocation for those who are coming from further away and therefore have greater expenses. how to fold past sponsorship into the voting criteria During 17-3 globalteam irc meeting shultmc agreed to lead the dc10 sponsorship team. He has worked on this for previous years. Data from munin posted by Hydroxide: http://munin.debconf.org/debconf.org/skinner.debconf.org.html#Pentabarf Currently the requested sponsorship so far totals just under $20600 we already have 12 people who have chosen to pay the $650 Professional fee, and 31 people who are attending without asking us to pay for food or accommodation, and another 23 people who are not asking us to pay for one or the other. only 32 attendees are not requesting to stay in our lodging, and only 2 are admitting they don't want to eat with us. the 23 are listed as only wanting us to pay for either food or accommodation, but not both. (11 for one and 12 for the other) and the 31 are not asking us to pay for either 198 registrants total Moray: for dc7 we had 283 'arrange own', '168 hostel sponsored' according to munin, though I think it lacks some of the final detail whereas for this year we have 198 total, 156 'regular room' according to munin -- but the dc7 non-accommodated numbers went up a lot later on the main reason to register at this stage is if you want the free stuff
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