This page details GNOME Foundation requirements for all GNOME conferences. It is intended to provide clarity over conference procedures for both conference organizers and the Board of Directors. It also includes spending authorization rules for conferences, as approved by the Board of Directors. If the language sounds strict it is purely a result of the need to be clear; the GNOME Foundation wants to provide a supportive environment for conference organizers and is grateful for all their work!
Trademarks and Logo Usage
Conferences should follow the GNOME brand guidelines. This is particularly important if a conference has its own logo which incorporates the GNOME logo. In these cases the conference logo should be approved by the Board of Directors.
Conference Spending Policy
This section describes budgeting and spending requirements for GNOME conferences.
Each conference must have a budget which is approved by the Board of Directors (this is typically a more complete and concrete budget than the one that accompanies the conference bid). Once the conference budget has been approved, a conference organizing team can spend up to the total budgeted expenditure without requiring spending approval on specific items, and it may spend by having invoices issued to the Foundation (such invoices should be included in the conference's budget and accounts). If total expenditure is expected to rise 10% above the approved budget, a new budget must be approved by the Board of Directors.
Conference organizers can do additional targeted fundraising in order to raise funds for costs that are outside of their conference budget (for example, to pay for parties or social events). However, this type of fundraising should not be allowed to negatively affect budgeted sources of income.
Co-hosted events should have an explicit agreement in place regarding how income and expenditure will be split between hosting organizations.
The Board of Directors may authorize a float to be made available to a conference organizing team, in order to enable some spending before income is received from sponsorship/donations. The float must be returned to the Foundation or be deducted from the conference accounts. Restrictions may be placed on what the float can be spent on.
Conference accounts should be settled within two months of the conference ending. This includes doing the following:
- Any funds raised by the conference team should be transferred to the Foundation.
- The conference team should send accounts for all income and expenditure to the Foundation.
- Any conference funds being held by the Foundation should be transferred into general usage.
If, for any reason, conference accounts cannot be settled within two months, it is the responsibility of conference organizers to agree on alternative accounting arrangements with the Board of Directors.
This policy was approved by the Board of Directors on 7 October 2017.