Engagement Funding Policy
Contents
The GNOME Foundation believes in engaging our community to celebrate and share our love of GNOME. In order to help make this happen, the Engagement Committee was created to help foster these ideals by allocating funds toward outreach and marketing activities.
Engagement funds are set aside in order to help GNOME grow its contributor and user base, as well as to help our existing community feel connected and engaged. Since we have a limited budget, we cannot approve all requests and may refuse some funding requests or make partial approvals. Please read this policy in full in order to understand how to make requests and what your responsibilities will be.
Please be aware that we are currently unable to reimburse anyone in India in addition to the countries we as a U.S. corporation are not allowed to do business with.
Spending Guidelines
Who can request funds?
Anyone can request funds for GNOME-related events and outreach efforts. You do not need to be a GNOME Foundation Member, since we would like to encourage growth in new places all over the world. Organizing events and helping us do outreach is actually a great way for you to become a GNOME Foundation Member, so even if you’re a newcomer to the community, don’t let that stop you from requesting funds if you need it.
What kind of funding requests are covered?
Here are some of the things that qualify for Engagement funds:
- A GNOME-related event you will be hosting
- GNOME-related marketing activities or items
- GNOME-related outreach activities
Each request will be processed on a case-by-case basis, so please tell us how much you think you'll need and why.
To set expectations, we hope most event organizers will request under the local currency equivalent of ~ $100 USD, since our funds are limited, but we will consider each request.
The amount you request should depend on the number of people attending, and how much things cost in your geographic region. For example, it might cost $10 USD for snacks for 10 people in Indonesia, but $30 USD in the US.
Please check out the GNOME-Related Events page for ideas on events you can host near you.
What kind of requests are NOT covered?
Travel sponsorship. If you need travel sponsorship for any GNOME-related event, you can find out more information about that here: GNOME Travel Sponsorship Policy
- Something that is not specifically GNOME-related. We are only able to sponsor GNOME-related events, so if your event is not directly related, we will not be able to approve funding for it.
How do I submit a request?
Submit an application
Publish an issue on the GNOME GitLab under Event Sponsorship Requests using the Engagment funding application form as a template.
-OR-
Fill and send your Engagement funding application form to engagement-requests@gnome.org
Verify Reimbursement Payment Options
Make sure that you are able to receive money through one of the payment options that we provide, and verify which option is the best for you. You may need to sign up for a user account and get verification before you are able to receive money for some services.
Currently, the payment options we provide are:
TransferWise - this is usually best for international transfers due to lower currency conversion fees than some other providers
PayPal - this works well for US transfers. It usually has high currency conversion fees so is not recommended for most international transfers
Bank Transfer - there is often a heavy transfer fee associated with this option for recipients, and there is always a heavy fee for the GNOME Foundation. We recommend this option only for large reimbursements (> $200 USD)
US Check - some other countries may accept US checks, but we usually only recommend this option for people living in the United States
Our bank account is in the United States. You may need to call your bank or contact the payment providers to understand all of the fees associated with transfers to your region. Understanding the fees that you might be charged is your responsibility as we normally are unable to reimburse for transfer fees.
Responsibilities if you request funds for an event
Take photos
Having events and activities around the world helps us raise awareness about GNOME, so keep that in mind when you host your events and activities. The more you post about what you do, the more you inspire others to hold similar events, and the more awareness you spread to new users and contributors.
It's easy to get sucked into the event when you're there, so remember to schedule in some time to take some photos of the event. The more the better! If you need to delegate this task, you may want to ask someone to else to take photos and send them to you later.
Always be sure to respect people's privacy and ask them before if you can take a picture of them.
Follow the Code of Conduct
All GNOME-related events must follow the GNOME events code of conduct.
How do I get reimbursed?
Submit Documentation
Every expense related to GNOME must have a receipt. Please make sure to submit a photo of each of your receipts with your expenses, or we will not be able to reimburse you.
Write a report or share photos of your event
If the funding request was for an event, you should write a blog post and mention that your event was sponsored by the GNOME Foundation. Please include a sponsorship badge: use the round badge or the rectangular badge.
If you don't have a blog, or even if you do, you can share photos from the event on your social media accounts. The more publicity the better!
You’ll need to send a link to any reports or photos you publish in order to be reimbursed.
Fill out the reimbursement spreadsheet
Download a reimbursement template spreadsheet and complete it to the best of your ability.
We prefer sending money through TransferWise in your local currency to minimize transaction fees. You can learn more about TransferWise and sign up for an account here.
Send an email
Reply to the original funds request approval email with the following:
- Link to any social media or blog posts you made
- A photo or scanned copy of your receipts
- Your fully completed reimbursement spreadsheet
- Information on how to reimburse you
Deadlines
Please submit your reimbursement requests no later than two months after the event or purchase, or we cannot guarantee reimbursement.