[DUG-TO] Drupalcamp...the continuing story of an event trying to happen

[Jane Zhang]

Hi All,

I might be able to get us donated space at UofT, will hear back soon on
that, if we can get space, do we still want to have DrupalCamp on
Aug15th/16th? Let me know peeps.

Jane

On Fri, Jul 24, 2009 at 10:34 PM, Julian Egelstaff <
julian.egelstaff-lists at freeformsolutions.ca> wrote:

> Hello again everyone...after attempting to move this event into a high gear
> just the other day, I now have to ask everyone for some sober second
> thought, because I've learned from MaRS that the hard costs are about 75%
> higher than I thought they were.  Frankly, I don't think that's a good way
> to spend our money, assuming there is even that much sponsorship money out
> there, and that seems doubtful to me.  But this is an open community so I
> don't feel it's my decision alone to make....
>
> Short version of the long story...when Drupalcamp had no venue and no
> momentum at all, I thought I'd make some inquiries to see if I could find
> anywhere to have it.  An old contact I had at MaRS came through like a
> dynamo, and managed to get them to agree to provide their main auditorium
> complimentary.
> And there was much excitement.
>
> Then, after we here managed to settle on a date, I went and talked to MaRS
> about the logistics, and to see what the space was like, and that's when I
> learned that they were prepared to provide the space for no charge, but they
> required their janitorial and technical staff to be on hand for both days of
> the event, and we would have to foot the bill for that staff time.  That's
> when I started adding everything up into the big budget that some of you
> might recall seeing when I posted it to the list a couple months ago.  Since
> the costs were mounting, the plea was for sponsors.
>
> And there was not much excitement.
>
> So due to the declining momentum and the approaching date, myself and
> others began to think about a stripped down event...cut out the major costs,
> no catering, no shirts, just the hard MaRS costs to bear, and even with the
> short window until the event (less than a month now), if there was still
> enough interest, a small event could be a success.  So I "took the pulse"
> earlier this week, as Alex and James put their heads together to pull the
> website out of nowhere, and when Jane said she'd tweet about it, I was
> pretty sure we could get enough interest for a decent small event.
>
> So I, at least, was getting a little excited again.
>
> Then, I just learned via e-mail that the complimentary auditorium space
> only includes one complimentary projector and screen.  If we have the
> auditorium divided into three separate spaces, which seems like the only
> logical configuration for this kind of event, then we will be charged an
> additional $1680 for another two projectors and another two screens!
>
> So, before I learned this, we were expecting to pay $1819.30 for the MaRS
> staff time, and that would have been the only cost for Drupalcamp.
>  Considering what a prime location and top quality space it is, I think
> that's a justifiable cost.  Free is better, somehow we got free at UofT in
> the past, but not this year.  So under $2000, well, it is what it is.  Since
> there were no other possibilities for a Drupalcamp in the near future, it
> seemed like the cost of doing business if people really wanted to have an
> event, at least that's one justification.
>
> And I was pretty sure that donations and sponsors would be able to cover
> that amount.
>
> But add another $1680 for projector and screens...we could practically buy
> projectors and screens for that much and have money left over.  The total
> cost goes up to about $3500.  That's about half of last year's Drupalcamp,
> but this time there would be no food, no shirts.  I have to wonder if it's
> good value for money...put it another way, if as a group we could raise
> $3500 through donations and sponsors, would we want to spend it on what is
> essentially rental costs for space for Drupalcamp, or would we rather spend
> it on something else?
> My gut is telling me "something else."  Nevermind the fact I think $3500 is
> more than we can expect to raise (but prove me wrong lurking sponsors out
> there!).  And $3500 is a lot of money and I have to believe that as a group
> we have found much better ways of spending that much money in the past.
>
> So is this the end of the rollercoaster ride of Drupalcamp Toronto 2009?
>  Only you can decide!  This is just one person's opinion, and talk is cheap
> on the internet.  Reply and have your say.
>
> Here's a thought....the good folks at Seneca are trying to kick start an
> event in October this year called Toronto Open Source Week, that will be
> bookended by Ontario Linux Fest, and the Free Software and Open Source
> Symposium (FSOSS).  You can read a little blurb about it on the FSOSS
> website:  http://fsoss.senecac.on.ca/2009/
>
> That's about all I know about it, but maybe that's better timing for
> Drupalcamp Toronto 2009?  Who wants to follow up on that?  Considering how
> poorly my efforts have turned out, (and how insanely busy I am at work now),
> I can't recommend myself for the job.
>
> Or, maybe we need to strike a real organizing committee and start planning
> now for Drupalcamp Toronto 2010, and make sure it's the most amazing
> Drupalcamp ever.
>
> --Julian
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