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Flock 2015 will be held in North America. Please create bid proposals for location by September 20, 2014.
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{{admon/note|We no longer use a bid process for Flock|If you are looking for historical context see the edit history.}}
  
== Submit a proposal ==
 
  
Proposals for location will be accepted through September 20, 2014. A proposal must include at a minimum:
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The [https://lists.fedoraproject.org/archives/list/flock-planning@lists.fedoraproject.org/thread/QTMKLYUFWDJM5EOVTCBBDX5235IH5OAT/#QTMKLYUFWDJM5EOVTCBBDX5235IH5OAT Flock site selection process], as approved by the Fedora Council, is:
  
* Staff: We need the names of at least two local people who will participate on the Flock committee and actively help organize the event. Please note this will require a significant time commitment over the next year and should not be undertaken lightly.
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# Fedora Council decides on a general region.
* Brief description of the city
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# Events team comes back with several possibilities in that region.
* Major local airport(s)
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# We get community feedback on ability to attend and excitment for each of those, and return a ranked list to events team.
** Distance from airport(s) to proposed lodging
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# Fedora Council and events team pick final location.
** Transportation options and costs for getting attendees from the airport to the the lodging (e.g., shuttle, public transportation, taxi)
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# Community people in or around that location who are able and willing to volunteer to help with logistics, finding awesome evening events, etc., are absolutely invited to work together.
** Estimated costs of flights from BOS, RDU, BOM, CDG, and PRG
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# Awesome Flock conference!
* Notes about local transportation, including mass transit and taxi availability
 
* Proposed venue, including:
 
** Cost of venue
 
** Room availability for keynotes and capacity (assume 250 attendees)
 
** Room availability for sessions--number of rooms available, capacity of each, and configuration (classroom style, conference style, etc.) -- we need 6-8 of these, each with a capacity of at least 40
 
** Internet availability
 
* Proposed lodging
 
** Cost of loding--please provide written agreement from lodging specifying rates
 
** Number of single and double rooms available
 
** Note Internet availability and cost in lodging
 
** Distance from venue and transportation required between them
 
* Proposed evening event locations (at least 2, preferably 3)
 
* Pros and cons of the proposed location.
 
  
Please create your proposal at fedoraproject.org/wiki/Flock2015-[CITY]-proposal
 
 
=== Flock dates ===
 
 
Flock has been held in August for a few reasons, but largely based on the expected release schedule and avoiding other conferences that were likely to draw people who would also want to be at Flock. The 2015 dates can be similarly flexible, so take into consideration local events that we may want to avoid conflicting with (e.g., large festivals that will make hotel space difficult), as well as other conferences. (OSCON will be July 20-24, 2015. The dates of GUADEC and LinuxCon North America are not yet available.)
 
 
== Review and decision ==
 
 
After bids have been submitted, question and answer will take place on the [https://admin.fedoraproject.org/mailman/listinfo/flock-planning flock-planning] mailing list. The Flock planning committee will consider all bids and make a choice based on the proposals and expected budget.
 
 
== Bid Tips ==
 
 
{{admon/tip|Use your existing connections and experience|The bid process expects you to have existing connections you can use in finding facilities and so forth.  It will be hard to make a proper bid without these connections.<br/>To organize a FUDCon you need to be resourceful, as well as willing to bargain and negotiate.}}
 
 
* When you're estimating needs, Flock 2014 had roughly 250 attendees. About 150 of them required hotel rooms, most of which were shared rooms.
 
* Play vendors off against each other. Don't commit to one vendor (such as a hotel) early--let them know that you're considering other vendors, and talk about the strengths of the other vendors. Specifically ask for the best price available. If you prefer vendor A, but vendor B has a better price (even if for a less-desirable product or service), let vendor A know the lower price, and ask them to improve their offer.
 
* Know what has incremental cost for the vendor and what does not (e.g., food costs money, space or network access that already exists and would otherwise be unused or underutilized doesn't). Ask the vendor about throwing in some things that have no or low incremental cost.
 
* If the vendor offers an incentive that you don't care about (a half-hour welcome reception, for example, in a situation where the guests will be arriving over a long period of time), ask about substituting something that has more value to you (food for the hack room).
 
* Contact your local Convention and Visitors Bureau and ask them to supply as much information for the bid to limit your time investment.
 
* Contact airlines that service the region to discuss possible discounts for attendees.
 
  
 
[[Category:Flock]]
 
[[Category:Flock]]

Latest revision as of 16:24, 30 October 2019

Note.png
We no longer use a bid process for Flock
If you are looking for historical context see the edit history.


The Flock site selection process, as approved by the Fedora Council, is:

  1. Fedora Council decides on a general region.
  2. Events team comes back with several possibilities in that region.
  3. We get community feedback on ability to attend and excitment for each of those, and return a ranked list to events team.
  4. Fedora Council and events team pick final location.
  5. Community people in or around that location who are able and willing to volunteer to help with logistics, finding awesome evening events, etc., are absolutely invited to work together.
  6. Awesome Flock conference!