Venue

[geohacker]

We've a good set of venues here.

What we look in a venue:

• 1 big auditorium that can fit about 250 people.
• 1 medium hall that can fit about 100 people
• Space for breakout sessions / bofs
• Proximity to hotels - we like how Kathmandu did this by hosting at a hotel. It made a huge difference for everyone to stay at the same venue. Given the traffic and commuting situation it'll be ideal to find a hotel.
• Internet / AV - we'll evaluate based on the above. There's a chance we might have to run this out ourselves.

[geohacker]

This is dependent on the sponsorship deck #2 + collateral of the event to talk to venue partners #1

[geohacker]

I'm making some progress on this and updating the document here https://paper.dropbox.com/doc/Venues-and-dates-YV295RZWlm4miOW9JhH3D

I'm also reaching out to IIM. Will keep this ticket posted. If anyone else have other leads, let me know!

[geohacker]

Here's a standard email I've been using for reaching out for quotes:

Hi zyx,

Great speaking to you on the phone just now. Like I said, we'd love hear more about the possibility of hosting our conference at during November 17-18, 2018.

This is OpenStreetMap Asia annual gathering. In 2017, we were in Nepal (http://2017.stateofthemap.asia/). OpenStreetMap is the Wikipedia of maps - the largest map data project with volunteers across the world.

Here are the highlights for the conference:

• 250-300 people
• 1 auditorium/hall that accommodates 250-300 people
• 1 auditorium/hall that accommodates 100-150 people
• smaller breakout spaces - may be 1 or 2 rooms, or open spaces.
• lunch on both days. dinner on one day.
• a/v support. though, we'll have our own photographers.
• internet connectivity.

Let me know what you can quote the above for. Please also tell me what the room rates are, considering that we'd be able to recommend as our venue partners at a discounted rate so attendees can book them. Thank you.

[geohacker]

Little more than a week into venue research, here's what've got so far:

Venue	Details	Price items	Total
Royal Orchid	1 auditorium. Lunch pricing x 2 days; 1 hall Projector + screen x 2 nos; PA system x 2 nos	INR 1673 / person / lunch (inc taxes) / dayINR 92,925 / hall / dayINR 13,629 / 2 projectors / dayINR 9000 / 2 PA systems / day	INR 10,67,608
Vivanta by Taj	1 auditorium. Lunch pricingCan split 1 auditorium into 2 rooms and back in 20 mins when needed	INR 1858 / person / lunch / dayINR 4500 / projector / dayINR 2900 / av / day	INR 9,43,800
The Lalit	Only available on Oct 6-71 auditorium 3 hallsA/V + Decor - recommended vendors	INR 1817 / person / lunch / dayINR 194700 / hall / dayTBD A/V	INR 12,97,900
Conrad	2 parts of a ball roomCan split into twoLunch pricing or hall hire	INR 1750 / person / lunch / daya/v + projector extra I think	~ INR 10,00,000
IIM	Waiting to hear from them
IISc	Waiting to hear from them
NIMHANS	Unavailable Nov 17-18
MLR Whitefield	Unavailable Nov 17-18

I think I'm inclined to going with a hotel because they'll take care of a lot of logistical nightmares. There're a few more places to check and I'm hoping to tag team with some of you this week to visit and post a clearer idea end of the week. Does anyone have thoughts?

[naveenfrancis]

Any other colleges are we trying other than IIM and IISc ?

[geohacker]

Thank you everyone who helped here! We'll host the conference at IIM Bangalore. I've started doing the paperwork. More soon. For now, we get the venue for free and we will cover food.

The venue is provisionally booked for us. For Nov 17-18. I'll keep you posted as I work through the admin steps.

🎉

[geohacker]

This is our requirement for infrastructure that I've sent to IIM:

.	number	description
Auditorium	1	Plenary. Main conference track for 250 people.
Lecture Hall	1	Second conference track. 100-120 people.
Class rooms	2	Space for volunteers and conference storage.
Meeting room	1	Space for speakers to meet and rehearse.
Projectors	3	One for a classroom, one for auditorium, one for lecture hall.
A/V systems	2	For auditorium and lecture hall. Mixers, cordless microphones, speakers, lapel mics.
Internet connection		a basic connection will be more than enough
Furniture (desks, chairs)	5 large	For registration and support counter
Breakfast	150 x 2 days
Lunch	250 x 2 days
Tea/coffee	250 x 2 times x 2 days
Drinking water dispensers	7