figure out funding for the retreat

[chadwhitacre]

Everyone is paying their own travel expenses.

Jess and I are expecting to cover lodging.

The other two big expenses are food (#1725) and possibly video streaming (#1692).

We have $1,833.11 in the Gittip operations bank account (Ally). I think it would be appropriate to use some of that for the retreat. I'd be comfortable using $500 of that. I'm nervous to use more than that because we still haven't cleaned up our escrow (#265). Serendipitously, we also just got hit with our first ever chargeback (#1808). We need to have cash available to deal with risks like that and others.

I propose that we split the cost of food evenly. Do we collect that up-front based on a budget? Or do I float it and collect money afterwards based on the actual amount? If we pay based on the actual amount then do we need a budget ahead of time so everyone knows what to expect?

I propose that we get a quote on live-streaming from John Rubino. He's a local guy who happened to join the call we did last week regarding the Open Company Initiative and journalists. Maybe we can pay for live-streaming out of the Gittip Ally account?

[clone1018]

I was already planning on paying for my own food, I also assume we could find our best chefs, go buy some food and cook it if we don't feel like ordering, but whatever works for me.

[seanlinsley]

I'd say you float the cost until the end (assuming that's not a problem), then we can split it. If there's anyone that can't afford it, then either Gittip or someone else can cover them.

[chadwhitacre]

@clone1018 @seanlinsley Sounds good. I'll keep receipts.

[bruceadams]

I, too, am happy to help pay for food, both for myself and others.

[chadwhitacre]

Thanks @bruceadams. The bulk of the food cost should be known by the time the retreat starts on Friday, because I'm planning to take a big shopping trip with @hurlothrumbo on Thursday, and hopefully I'll have a quote today from brother-in-law Aaron to cook for us on Friday night.

[chadwhitacre]

Aaron is going to bring receipts on Friday when he shows up (~4pm), plus I told him we'd cover $50 for gas.

We'll put a Gittip jar out for both Aaron and @hurlothrumbo.

[chadwhitacre]

I just updated the blog post with a report on the finances:

http://blog.gittip.com/post/74460469599/with-first-retreat-gittip-team-becomes-a-reality

Further discussion in IRC.