AsyncAPI Hack & Conf 2021 - Budget

[derberg]

Last year we had $3300 budget. We are much larger now, many vendors already integrate with AsyncAPI

We need to cover the following costs:

• CfP and scheduling platform from LF - $2250
• Swags for presenters and hackathon participants. Last year it was close to $1000. Budget was $50 per presenter (swag+delivery). Because it will be now hackathon participants + presenters we should estimate around $3000 on it this year
• Price for Hackathon participants, gold/silver/bronze - would be awesome to have at least $10000 budget on it:
  • $5000 gold
  • $3000 silver
  • $2000 bronze
• Marketing? $ 10000? pre and post-conference. So it is not only to attract attendees before but also after the event to promote recordings

We need at least $30000 imho and we should definitely target hire to be safe, so $40000

PS. What would be awesome? if we go way above, get some extra money that we could use to fund a stipend, like allocate a fixed amount of money on development of a specific AsyncAPI-related initiative. We have many maintainers and technical steering committee members that are not affiliated with any company and are not paid for their work. We could think of a kind of work sponsorship on a given tool/project/initiative that would be picket by conference participants? just a rough idea, I didn't spent much time thinking it through.

[derberg]

Locking conversation. Topic closed, budget set, we already have 4 platinum sponsors and all looks good really.

[derberg]

summary of how much we spent (collected $25,206.90):

• $2250 on scheduling and CfP services from Linux Foundation
• $11000 hackathon prizes (more info) (paid)
• $1200 for LinkedIn marketing (paid)
• $560.27 for Twitter marketing
• $2200.02 daily.dev marketing (paid)
• $1902.09 swag packs for hackathon participants that contacted Barbanio to get a swag pack

total $19 112.38

around $9 094.52 left
now we send swags to random 10 conference participants. Assuming that with shipping costs, 1 swag pack can maximum cost $65, it will cost $650

Then $8444.52 is left for some post-conference activities, thoughts?

I probably suck at calculations and we might want to wait until all above are actually paid by Open Collective 😅

[derberg]

Good news is that LF decided to not charge us $2250 🥳

[derberg]

All is payed for now, so $8,146.63 is left