Flock bid process

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Flock 2014 will be held in Europe. Please create bid proposals for location by October 26, 2013.
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Flock 2017 will be held in North America. Please create bid proposals for locations by (date yet to be determined).
  
 
== Submit a proposal ==
 
== Submit a proposal ==
  
Proposals for location will be accepted through October 26, 2013. A proposal must include at a minimum:
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Proposals for a location will be accepted through the deadline noted (listed above). What does it take for a Flock bid to be successful? A proposal must include at a minimum:
  
* 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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* '''Staff'''
* Brief description of the city
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** 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'''. This is especially true if your country's primary language is not English, reducing the ability of the Flock staff to make arrangements without you.
* Major local airport(s)
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* '''Brief description of the city'''
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* '''Major local airport(s)'''
 
** Distance from airport(s) to proposed lodging
 
** Distance from airport(s) to proposed lodging
 
** Transportation options and costs for getting attendees from the airport to the the lodging (e.g., shuttle, public transportation, taxi)  
 
** Transportation options and costs for getting attendees from the airport to the the lodging (e.g., shuttle, public transportation, taxi)  
** Estimated costs of flights from BOS, RDU, JFK, CDG, and PRG
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** Estimated costs of flights from BOS, RDU, BOM, CDG, and PRG
* Notes about local transportation, including mass transit and taxi availability
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* '''Notes about local transportation, including mass transit and taxi availability'''
* Proposed venue, including:  
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* '''Proposed venue, including:'''
 
** Cost of venue  
 
** Cost of venue  
** Room availability for keynotes and capacity
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** 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.)
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** 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
 
** Internet availability
* Proposed lodging
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* '''Proposed lodging'''
** Cost of loding--please provide written agreement from lodging specifying rates  
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** Cost of lodging--please provide written agreement from lodging specifying rates  
 
** Number of single and double rooms available
 
** Number of single and double rooms available
** Note internet availability in lodging
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** Note Internet availability and cost in lodging
 
** Distance from venue and transportation required between them
 
** Distance from venue and transportation required between them
* Proposed evening event locations (at least 2, preferably 3)
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* '''Proposed evening event locations (at least 2, preferably 3)'''
* Pros and Cons of the proposed location.
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* '''Pros and cons of proposed location'''
  
Please create your proposal at fedoraproject.org/wiki/Flock2014-[CITY]-proposal
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Please create your proposal at ''fedoraproject.org/wiki/Flock2017-[CITY]-proposal'', then email the link to the [https://admin.fedoraproject.org/mailman/listinfo/flock-planning flock-planning] mailing list. If you are wanting to create a proposal but do not yet have wiki editing privileges (requires being sponsored in one or more groups in the Fedora Account System), please contact the [https://admin.fedoraproject.org/mailman/listinfo/flock-planning flock-planning] for assistance in getting your account the proper permissions to create a proposal.
  
 
=== Flock dates ===
 
=== Flock dates ===
  
Flock 2013's August dates were chosen 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 2014 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, such as:
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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 2017 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. (The dates of GUADEC and LinuxCon North America are unfortunately not yet available.)
 
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* OSCON - July 20-24
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* LinuxCon North America (and related events) - August 20-22
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* GUADEC - July/August (final dates not yet determined)
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== Review and decision ==
 
== 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 previous year's Flock planning committee (which includes the FPL and representatives from FAmSCo, the Fedora Board, and FESCo) will consider all bids and make a choice based on the proposals and expected budget.
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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, expected budget, and community voting.
  
 
== Bid Tips ==
 
== 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.}}
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{{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 an event you need to be resourceful, as well as willing to bargain and negotiate.}}
  
* When you're estimating needs, Flock 2013 had roughly 200 attendees. About 150 of them required hotel rooms, most of which were shared rooms.
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* When you're estimating needs, past Flock events have had roughly 200-250 attendees. About 150 of them require 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.
 
* 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.
 
* 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.

Latest revision as of 21:26, 8 August 2016

Flock 2017 will be held in North America. Please create bid proposals for locations by (date yet to be determined).

Contents

[edit] Submit a proposal

Proposals for a location will be accepted through the deadline noted (listed above). What does it take for a Flock bid to be successful? A proposal must include at a minimum:

  • 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. This is especially true if your country's primary language is not English, reducing the ability of the Flock staff to make arrangements without you.
  • Brief description of the city
  • Major local airport(s)
    • Distance from airport(s) to proposed lodging
    • Transportation options and costs for getting attendees from the airport to the the lodging (e.g., shuttle, public transportation, taxi)
    • Estimated costs of flights from BOS, RDU, BOM, CDG, and PRG
  • 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 lodging--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 proposed location

Please create your proposal at fedoraproject.org/wiki/Flock2017-[CITY]-proposal, then email the link to the flock-planning mailing list. If you are wanting to create a proposal but do not yet have wiki editing privileges (requires being sponsored in one or more groups in the Fedora Account System), please contact the flock-planning for assistance in getting your account the proper permissions to create a proposal.

[edit] 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 2017 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. (The dates of GUADEC and LinuxCon North America are unfortunately not yet available.)

[edit] Review and decision

After bids have been submitted, question and answer will take place on the flock-planning mailing list. The Flock planning committee will consider all bids and make a choice based on the proposals, expected budget, and community voting.

[edit] Bid Tips

Idea.png
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.
To organize an event you need to be resourceful, as well as willing to bargain and negotiate.
  • When you're estimating needs, past Flock events have had roughly 200-250 attendees. About 150 of them require 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.