Reps/SOPs/Budget/Questions

Here is a list of recommned question a budget review should consider when review a budget request:

PHASE 1: Initial Criteria to be reviewed by the Mentor/ Task force team

* Request to be made at-least 3 weeks(?) before the actual date of the event
* Rep making the request must be up to date with his/her monthly reports
  ** verify Links(blogposts, photos, press/media coverage) to the most recent event(past 3 months)
* Event goals directly aligned with the Mozilla mission and helps take it further.
* 3 success metrics - Straight forward goals
* Clear breakdown of expenses
* Mentor CC'ed - feedback
* CC'ed required parties involved directly with the event
* Event page clearly having information like: What, When, Where, How, Why, Who - with respect to the event. 

After the Budget request meets initial criteria, Mentor/ Task force team will further review by:

* asking questions
* give ideas/ suggestions to improve the logistics of the event to get 100% positive results
* raise concers where ever needed 
* something like how Investment planners do - results oriented

PHASE II: Questions based on case by case

Type of Budget requests:

• Inter-community meetup
• Regional meetup
• Roadshows
• Project Specific hackathon
• Mozilla Tour/ Campus tours
  • Is the local community, Mozilla reps, aware of this event?
  • Who are the other team members(Mozillains from the region) that will be accompanying you with this proposed event?
  • Does the above budget cover the cost of food/travel/stationary of all the team members?
  • If its a multiple day event/tour, is there a tentative agenda/ plan for each day?
  • List of places and universities that you plan to visit over this 4 days.
  • Who is your point of contact? Is there a specific university or organization or person(s) who are helping/coordinationg in planning this event?
  • with you for this event? Please provide the details of the same.
  • How specifically do you hope to engage the dev community?
  • Have you approached the Mozilla l10n team to see if they are interested in having the regional language localized(if already not there)?
• MozCafe
• Sprints - L10n, Addon
  • Do you think its possible to find local partners/ sponsors to support with your event?
• Supporting/ Sponoring a different event, to have Mozilla presence
  • partnership/ sponsorship benefits
  • booth
  • brand visibility
  • Formal events
  • Informal events (non-tech attendees, non-tech event/festival)
• Mozilla specific campaigns/contests - Online [Design Challenge]
  • Firefox Flicks
  • Demoparty
  • Webmaker
  • Launch events/ Milestones
  • does they come under ReMo budget?
• Travel Sponsorship
  • Top three things you expect from the event
  • Your role at the event (eg. speaker, organizer, attendee etc...)
  • Please explain briefly. You may want to provide links wherever needed.

• Flights
  • What is the cheapest flight available on eg Expedia (maybe we can make this the standard search, or if there's a better site, but it is simplest if we pick one to use as the benchmark)
  • If not taking the cheapest flight, explain (we could have a leeway in percentages, eg 10% more than cheapest is ok, but over 10% more needs to be explained)
  • Why flying? Is there another rep closer that should go instead?
  • Distance of travel - perhaps there is a cheaper travel option for shorter distances

• Accommodations
  • We should come up with a basic set of ammenities we want our reps to have, eg we don't require them to stay in a hostel, but they don't get deluxe rooms either
  • Need to make a proximity vs cost metric, when should we make someone stay further away from the venue to save on costs

• Venue
  • Are we paying for the venue
  • If so why this venue, is the cost comparable to others in the region
  • For 3rd party events, what are costs associated, eg booth fees
  • What is the value of particating at this venue (feel free to move these questions to a better category)

• Participation
  • Who will come to the event? this could be checklists too
  • Special speakers? If we're asked to cover costs of having speakers come, we need some questions about why the speaker was selected and whether there is anyone else that could pay their costs, eg an employer

• Event Goals
  • Clearer questions about how the event will benefit Mozilla, maybe this can be a checklist
  • Outreach eg teach people new to Mozilla
  • Community building eg strengthens the relationships between community members
  • Recruiting eg helps new people become part of the core community
  • Could you be more specific with regards to success metrics (it's not clear what your objective is and how you plan to measure its success?

• Dates
  • Have a dropdown that has a choice eg event is in 1 - 2 months, less than 1 month, more than 2 months etc

• Promoting
  • How and where will the event be promoted? Target audience?
  • Communication channels, social media

• Documenting
  • blogpost, photos, twitter, press/ media precense

PHASE III: Budget is Approved --> Next Steps

• Payment conditions:
• Advance payment
• Percentage (%) advance payment -
• Re-imbursement -

Bug status: 

• Budget Approved → Payment Processed → Payment Received → Pending Receipts

• Case 1: Budget Approved and advance payment will be made, follow the below steps
• Case 2: Please note that Mozilla will be able to reimburse the amount after the summary of the event + bills are submitted.
• Case 3: Please note that, a percentage(%) of money will be payed in advance and the remaining will be payed after the below required steps are done:
• provide your Paypal account details
• scan and attach all the relevant receipts to this bug
• Indicate the twitter hastags, Flickr photos and related blogpost of your event on this bug and at the event page.
• report afterwards to recap the main takeaways of the events (eg. new potential contributor signed up, new contacts made, new ideas people have come up with during the meetup
• Please document your experience with respect to the event as it would be really helpful to other community members to learn, to get inspired and implement the same in their region.