• ProposedFees

Proposed Delegate Fees for EuroPython 2009

I've put this up (10th February 2009) to aid discussion before we go firm on the fees.

Conference Fees

Firstly, it's very difficult to estimate this right because with the opposing effects of the economic downturn and increasing popularity of Python, we have no idea how many delegates we'll get. All we can do is estimate by extrapolation from last year's EuroPython in Vilnius and PyConUK in Birmingham, where we had the following numbers:

• EuroPython 2008 : 220 delegates

• PyConUK 2008 : 240 delegates

Extrapolating, and assuming that we will retain all of the UK delegates to PyConUK and lose all the former Eastern bloc, and UK, delegates to EuroPython, we would arrive at an estimated figure of 380 for EuroPython 2009. I think we would be foolish to plan on this number, and suggest that 250 would be a more reasonable figure. At the same time we should be prepared to have more (should be OK, both the conference and dinner venues can hold 520 people in one room).

The other area of uncertainty is what sponsorship we'll get this year, and it's really important that we get the sponsorship brochure out very soon, and all of us need to get in touch with potential sponsors.

Note that EuroPython 2009 will run in local currency, pounds sterling, to avoid double currency conversion charges. Considering the current strong Euro, it should result in an especially cheap conference for those in the Euro zone as well As of today Google reckons that 100 euros buys 87 pounds.

These are the fees which were charged last year, and what I'm suggesting for this year:

Notes

• The PyConUK Concession rate applied to students, unemployed and nurses and applied for the whole period of registration

• PyConUK was a two day conference, EuroPython is three days

• Fees include conference, food at conference, Conference Dinner and tee-shirt.
• The Extra Early Bird rate proved effective at PyConUK in getting early commitments, we would open registration with this rate for the first one or two weeks only

We need to do more cost estimating, but equally we need to open registration, so I suggest we go live using the Extra Early Bird rate, and refine the costings during the extra early period so we can change to the Early Bird rate with more confidence, similarly when we change to the Normal rate we will have a much better idea of final numbers and sponsorship income.

Tutorials

At PyConUK 2008 we had a single day of tutorials, which proved a great success, so this year we are proposing two days of tutorials. Tutorial students got

• Tutorial notes
• Loan laptops where needed
• Refreshments and lunch

and tutors were paid a small fee (not all of them took their fee). We (deliberately) ran this at a loss, which ended up as a bigger loss than intended as there was a misunderstanding over the room rates the venue charged. This year it will have to cost more, not least because there are two days of tutorials. These are the last year's actual PyConUK rates, and the proposed EuroPython 2009 rates (all in pounds sterling):

You will note that all I have done is double last year's rates. Compared with last year:

• We will have cheaper venue room rates
• We will not provide food (unless when we get nearer the day we have plenty of money!). There are plenty of places to buy food close at hand.

One option would be to charge a daily rate, so people could pay for just one day, but I favour simplifying things by having just one option in the interests of simplifying administration.

Payment Options

The following payment options will be available:

• Debit or Credit Card online

• PayPal online

• Sterling Cheque on a UK bank
• Bank Transfer
• Debit or Credit Card by phone
• Cash on the door

The last two being non-preferred.

Comments Please

John Pinner 2009/02/10