Design a way to gather operation information from one year to the next

[G0dwin]

By the time that one host passes on the torch to the next, we should have enough information to give the next hosts what they need to get a good idea of how well the last conference went.

We need to gather information about both revenue and expenditures.

Revenue

Amount passed on from last year

We should capture the amount passed on from last year's hosts.

Hosts should be able to explain what went well and what didn't.

Registration fees collected

This should be automatic and should break down the amount gathered in person, online, and how much of the pledge amount was actually fulfilled.

Hosts should be able to explain what went well and what didn't.

Sponsors

Hosts should be able to list sponsors who donated money and how much money they donated.

Hosts should be able to explain what went well and what didn't.

Other

Hosts may get money from other resources. This may be donations from individuals, promotional materials sold, ... what else?

Costs

Basic operations

Describe the way you planned the conference, did you all get along? What went well? What didn't? How much did meeting and planning cost you?

• Stationary?
• Transportation
• Food for volunteers?

Building rentals

Host should be able to list all buildings that were rented and how much each cost. They should be able to add notes describing the relationship with the owners and the experience. They should also be encouraged to include spaces that came at no cost so that we have a record of how much they were able to get from the community. AV costs? Other costs for amenities?

Promotional costs

Numbers and notes for:

• Posters
• Mail outs
• Advertising?

Food

How much did food cost? What were the things that went well? what didn't. How much was spent on servers? Were they all volunteers?

• Food
• Coffee
• Alcohol?

Events

For each event, how much did they cost you.

• Music
• Rentals
• Catering?

Bikes

How much did you spend getting bikes tuned up? Did you pay for labour or did you rely on volunteers? How much do you expect to get in return for the bikes if they go back to the organization to sell? What worked? What didn't?

Registration

How much was spent on programmes? What else did you give attendees upon arrival? How did you check users in? How the the overall process work? What went well? What didn't?

Anything else?

We should talk more with previous hosts to develop a better picture and add more data points where we can.

Where will it be published

At the very least, this information should be available to new hosts, ideally we could publish this information to the public but we will need to discuss the implications of that in more detail.

What will the UI look like?

TBD

How can we ensure that hosts fill in this information?

???