I want to figure out how we could better use the foundation for NixCon. And hopefully be able to re-use that work for other events like Ocean Sprint, Nix Camp, ...
Having a framework like that in place is a requirement for NixCon 2023 to happen. We need to have something in place before the end of February so we have enough time to book the event, ...
Problem statement
Events require money to function (sorry to be crude). On the input, you typically have sponsors and tickets. On the output; venue, catering, swag, AV equipment, ...
The foundation is a financial vehicle registered in NL and that can be used to fund various efforts (and people?).
How can we make those work together to:
- promote more Nix-related events by reducing the financial overheads
- funnel excess profit from sponsors back to the foundation
- improve the transparency around event costs, ...
Naive first proposal
The NixOS Foundation would provide a form that event organizers have to fill, with some required information like location, organizers, ...
The NixOS Foundation would provide the Pretix platform, pre-configured with a Stripe account, to provide ticket sales. I'm assuming we want to use the hosted Pretix version so that some of the proceedings maintain that valuable software and don't have to burden the infra team.
The NixOS Foundation would send invoices to sponsors that agree to fund a specific event.
The NixOS Foundation would handle the invoices to pay for the venue, ...
For any events smaller than 100.- EUR (something that can pay pizzas and beer) and that happens less than 12 times per year for a given region; the foundation would only require minimal inputs.
For larger events, the organizers would be responsible for finding the sponsors (although the foundation can help communicate with/provide repeat sponsors).
TODO: How to deal with insurance?
TODO: How to deal with VAT? (see #10)
TODO: Should we hire a temp. secretary?