Conference Requirements

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.

Spending authorization

Each conference needs to provide the Board of Directors with a budget that includes a breakdown of anticipated income and expenditure. This can be provided along with the rest of a conference proposal or seperately at a later date.

Spending for a conference can only start once its budget has been approved. When spending, approval is not required for individual items as long as the following spending rules are followed:

  • Total expenditure should not exceed the total stated in the budget.
  • Unless a float has been agreed (see below) or explicit permission has been given, total expenditure should not exceed the total amount raised for the conference (sponsorship funding that has been agreed but not yet received can be spent).
  • Spending can include having invoices issued to the Foundation. These invoices should be included in the conference's budget and accounts.
  • 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.

Floats

Once a conference budget has been approved, the Board of Directors may authorize a float to be made available to a conference organizing team. This allows a team to spend some money before they have raised equivalent income.

Floats 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.

Accounts

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 30 January 2018.

Foundation/Conferences (last edited 2018-02-01 12:02:02 by AllanDay)