Latest revision as of 16:36, 16 November 2022

OpenInfra Foundation Travel Support Program

The program's aim is to facilitate participation of key contributors to the Open Infrastructure Summit/ PTG by covering costs for travel and accommodation. The Travel Support Program is based on the promise of Open Design. Key contributors are contributors whose presence is specifically relevant for the topics to be discussed at the Summit/PTG they're applying to.

Each recipient’s flight + hotel costs anywhere from USD $2,000 - $3,000. The program depends on donations from individuals to get as many community members to the Summit as possible so the more the wider community can give, the more people we can help support! Read about the impact donations can have on Travel Support recipients.

Criteria and process

All contributors to Open Infra Foundation-supported projects (developers, documentation writers, organizers of user groups around the world, translators, etc) are invited to submit a request. PTLs and code reviewers also are requested to propose candidates.

Candidates apply by filling out this online form
OIF staff ranks applicants and then begins notifying them of accepted/not accepted status, and coordinates directly with the key contributors to arrange for their travel, according to the level of funds granted.
An OIF Travel Agent coordinates with accepted applicants to book flights

Who decides

The travel committee is comprised of the OIF staff. Applicants are evaluated based on all of the information they include in their application. If there is something you think might be relevant, please include it! We do extra research based on what you've mentioned in your application as well, so please don't try to lie; its likely we will find out.

How to apply

Apply by filling out this online form

Travel rewards

The grants + individual donations will cover a combination of flights, accommodation and access pass to the Summit and/or PTG. It is easier for the Foundation to cover just the cost of registration than to cover the entire conference expense- travel, hotel, and registration so please try to be as conservative with your needs as you can so we can help more community members.

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-<translate>
-= OpenStack Travel Support Program = <!--T:1-->
-<!--T:2-->
+= OpenInfra Foundation Travel Support Program =
-The program's aim is to facilitate participation of key contributors to the OpenStack Design Summit covering costs for travel and accommodation. The Travel Support Program is based on the promise of [[Open|Open Design]]. Key contributors are contributors whose presence is specifically relevant for the topics to be discussed at the Summit they're applying to. Relevance of somebody's presence is never evaluated in general ways: it's always relative to the content being discussed at the specific Summit.
-The OpenStack Foundation will set aside a fund to support this program. The total amount of the fund is to be divided among the key contributors.
-== Criteria and process == <!--T:3-->
+The program's aim is to facilitate participation of key contributors to the Open Infrastructure Summit/ PTG by covering costs for travel and accommodation. The Travel Support Program is based on the promise of [[Open|Open Design]]. Key contributors are contributors whose presence is specifically relevant for the topics to be discussed at the Summit/PTG they're applying to.
-<!--T:4-->
+Each recipient’s flight + hotel costs anywhere from USD $2,000 - $3,000. The program depends on donations from individuals to get as many community members to the Summit as possible so the more the wider community can give, the more people we can help support! [https://superuser.openstack.org/articles/travel-support-program-denver/ Read about the impact donations can have on Travel Support recipients.]
-All contributors to OpenStack (developers, documentation writers, organisers of user groups around the world, Ask moderators, translators, etc) are invited to submit a request. PTLs and code reviewers also are requested to propose candidates.
-<!--T:5-->
+== Criteria and process ==
-* Candidates apply on the [https://docs.google.com/forms/d/17IaaisVVATWre3j4r3qlpm1zTuKd3qTyq0E06h9PV1c/viewform online form] starting July 10, with the deadline of July 31
-* Travel Selection Committee evaluates entries based on criterias stated below
-* Travel Agent coordinates with key contributors.
-<!--T:6-->
+All contributors to Open Infra Foundation-supported projects (developers, documentation writers, organizers of user groups around the world, translators, etc) are invited to submit a request. PTLs and code reviewers also are requested to propose candidates.
-The OpenStack Foundation will coordinate directly with the key contributors to arrange for their travel, according to the level of funds granted.
-== Who decides == <!--T:7-->
+* Candidates apply by filling out [https://openinfrafoundation.formstack.com/forms/TSP_Berlin2022 this online form]
+* OIF staff ranks applicants and then begins notifying them of accepted/not accepted status, and coordinates directly with the key contributors to arrange for their travel, according to the level of funds granted.
+* An OIF Travel Agent coordinates with accepted applicants to book flights
-<!--T:8-->
+== Who decides ==
-The travel committee is made of OpenStack Foundation staff, plus the OpenStack PTLs for core, integrated and incubated projects and two volunteers from the OpenStack Board of Directors & User Committee.
-=== Composition of the Travel Committee === <!--T:23-->
+The travel committee is comprised of the OIF staff. Applicants are evaluated based on all of the information they include in their application. If there is something you think might be relevant, please include it! We do extra research based on what you've mentioned in your application as well, so please don't try to lie; its likely we will find out.
-<!--T:24-->
+== How to apply ==
-* Alan Clark, OpenStack Board of Directors
-* Anne Gentle, PTL
-* Dolph Mathews, PTL
-* Gabriel Hurley, PTL
-* John Griffith, PTL
-* Julien Danjou, PTL
-* Lauren Sell, Foundation Staff
-* Lew Tucker, OpenStack Board of Directors
-* Mark McClain, PTL
-* Mark McLoughlin, PTL
-* John Dickinson, PTL
-* Russell Bryant, PTL
-* Ryan Lane, User Committee
-* Steven Dake, PTL
-* Simon Anderson, OpenStack Board of Directors
-* Stefano Maffulli, Foundation Staff
-* Tim Bell, User Committee
-* Tom Fifield, Foundation Staff
-* Tristan Goode, OpenStack Board of Directors
-== How the decision is made == <!--T:9-->
+Apply by filling out [https://openinfrafoundation.formstack.com/forms/TSP_Berlin2022 this online form]
-<!--T:10-->
+=== Travel rewards ===
-Members of the committee vote for each candidate based on their application with votes ranging -2 to +2. PTLs can use +3 for strong candidates for the Design sessions.
-Negative votes are to be considered for people known to be disruptive to discussions, non collaborative, time wasters. Not known get 0. People that never participated to OpenStack Summits start with a +1 vote. Votes are aggregated and a ranking is built. The ranking will not be public in order to avoid rancor and resentment. The Travel Committe will write a summary for each approved candidate highlighting the reasons for their approval (this will help future applicants in understanding what is considered valuable).
-<!--T:11-->
+The grants + individual donations will cover a combination of flights, accommodation and access pass to the Summit and/or PTG. It is easier for the Foundation to cover just the cost of registration than to cover the entire conference expense- travel, hotel, and registration so please try to be as conservative with your needs as you can so we can help more community members.
-The Travel Committee submits the list with rankings to the OpenStack Foundation for building the final list. The final list will be assembled based on the individual travel costs, as estimated by the applicants. A negotiation phase may be needed between the Travel Committee and the Foundation staff. The main unknown tend to be flight costs as they're hard to finalize. Hotel costs are easy to estimate and cover by the Foundation.
-<!--T:12-->
+==== Reports from previous editions ==== <!--T:26-->
-The coordination of the Travel Committee happens on the [http://lists.openstack.org/cgi-bin/mailman/listinfo/openstack-travel-committee mailing list], discussions are not archived and kept private for privacy of applicants.
-== Travel rewards and deadlines for Icehouse/Hong Kong Summit == <!--T:13-->
+<!--T:27-->
+* [https://superuser.openstack.org/articles/travel-support-program-denver/ Denver edition (Stein)]
-<!--T:14-->
+* [http://superuser.openstack.org/articles/travel-grants-bring-global-community-members-to-openstack-summit-23c771f6-a0b5-434c-b7f2-51dbc88fd7d6/ Austin edition (Newton)]
-Hotel Rooms: approx $30K investment
+* [http://superuser.openstack.org/articles/travel-grants-bring-global-community-members-to-openstack-summit-5d17c236-f047-439e-b973-38ea8b6b3ba4/ Tokyo edition (Mitaka)]
+* [http://superuser.openstack.org/articles/travel-grants-bring-global-community-members-to-openstack-summit/ Vancouver edition (Liberty)]
-<!--T:15-->
+* [http://www.openstack.org/blog/2014/11/wrapping-up-the-travel-support-program-kilo/ Paris edition (Kilo)]
-* We have 20 rooms booked at the Regal Hotel, November 2-9  (depending on how long they need to stay)
+* [[Travel_Support_Program/Juno| Atlanta edition (Juno)]]
-* Room rate including tax is approx $230/night (maximum 7 nights)
+* [[Travel Support Program/Icehouse| Hong Kong edition (Icehouse)]]
-* http://www.regalhotel.com/Regal-Airport-Hotel/Main/hotel-home.aspx
-* All of the rooms in our block have two beds, so we can ask grantees to stay with a roommate to accommodate more people.
-* Deadline: Must have names and dates submitted by August 28, otherwise we will lose investment in hotel room block.  Need to be clear about whether it's a single or double room (with roommate).
-<!--T:16-->
-Flights: approx $20K investment, this will be the area we need to more closely manage spend
-<!--T:17-->
-* Should have the ability to cover 12-14 flights (depending on where they're traveling from)
-* Flights will be booked via OpenStack Foundation travel coordinator
-* Deadline: Need to have travel details submitted by August 15 for reasonable rates
-<!--T:18-->
-Registration: approx $8K investment
-<!--T:19-->
-* We can provide up to 20 full-access Summit passes (to help subsidize costs for those who are not ATCs or sponsors receiving a free badge - most likely users or potential contributors)
-* Deadline: Need to have names by October 4
-<!--T:20-->
-Meals
-<!--T:21-->
-* The Regal hotel offers free buffet breakfast, and lunch and snacks will be provided at the event. They would be on their own for dinner.
-<!--T:22-->
-Total Foundation Investment: $58K USD
-</translate>

Difference between revisions of "Travel Support Program"