[Conferences-discuss] Update: YAPyC 2003 (Washington, DC)

[Adam Turoff]

It's a little difficult to solve a multivariate equation when there all
the variables are unknowns.  :-)

Here are some preliminary numbers on what a YAPyC might look like
in Washington DC next winter.  First some assumptions:
	- ~300 attendees
	- 3 days
	- 3 tracks
	- breakfast, lunch and coffee breaks included

I've talked to the facilities folks at George Washington University
in DC.  The numbers below are based on YAS/PSF (as an external
entity) renting space at GWU for this event.

The limiting factor at an event like this is the size of the main 
auditorium.  There'll be a couple of events every day where everyone
is in the same track (keynotes, lightning talks, etc.).  The main
theater we're looking at holds 435, and costs $2000/day.  A/V equipment
is extra.  Breakout rooms range around $525/day, and hold 30-90 people.

Catering per person is roughly $20/person/day.  This is always the most
expensive cost in any event, and includes continental breakfasts, two
coffee breaks and lunch.  (There's a more expensive option for a hot
buffet or a full formal lunch, which might be preferred for a wintertime
event).

All told, and the cost is currently hovering around $85/90 per person.
This is a first approximation for a three-track, three day event.  
Some of the breakout rooms hold about thirty; others hold about ninety.
Pushing out to four days, or four tracks will obviously increase costs.

Keeping the price per person below $100 would be nice, but $125/person
might be more reasonable.  Prices could come down if we can book this
as an GW-internal event.


There are other costs that have yet to be tallied: proceedings
(print, CD or both); network connectivity, signs, badges, etc.


Remember that this is a YAPC-model for a conference.  All the
organization is done by volunteers (not a for-profit company), and 
the conference is run by volunteers, rather than paid staff.

Scheduling YAPyC would be contingent on a number of factors, not the
least of which would be the availability of each of the designated rooms
for a 3-day span.

Z.