State of the Map Asia 2023/Call for venues/Bid Template

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Bid for SotM Asia 2023 in <city, country>

General description of your bid that includes the vision of your bid. We are very interested to learn why your venue is the perfect venue for SotM Asia 2023.


Team

Describe your team here and answer the following questions:

  • How many group members has the team?
  • How is the team and the group members connected to OpenStreetMap
    • Are there members of the team who are OSM Foundation (OSMF) members or part of an OSMF Working Group?
  • Do some of the group members have experience in organizing a large conference?
  • Contact email address

Venue

  • Reservation with a venue operator? Back up venue?
  • At which date/s is the venue available?
  • What is the capacity of the venue (how many visitors allowed at the venue)?
  • Size of auditoriums
  • Size of foyer
  • Are there spaces for breakout sessions?
  • Is there wheelchair access?
  • What are the facilities in the venue (e.g. A/V, electricity, tech, internet, power back up, airconditioned or not, toilet facilities etc)
  • Nearby or on-site facilities in the venue (e.g. potential accommodations for participants (nearby or on-site), restaurants, etc)?
  • Add photos of the venues and the rooms if possible

Catering

In past we provided lunch and two coffee breaks, one in the morning, the other in the afternoon.

  • What are the options for catering?

Some venues require you to use their dedicated catering service, whilst others allow catering to be provided by a different company. Beware, some venues even charge a fee if you use catering providers outside of their approved list! This is often known as a "corkage fee" and is something you should ask the venue about. At this stage we are only interested in restrictions on catering and rough cost estimates. Unless the venue requires you to use their catering provided, you do not need to have decided on the catering provider at this stage. You may wish to obtain a few quotes to ensure you are getting value for money.

City

  • What infrastructure does the place have?
    • accessibility (PWD, bike lanes),
    • communication (internet, local sim cards)
    • public transportation (how to access venue by walking, car, bike, etc)

Safety

  • Is it a LGBT friendly space?
  • What about medical and travel safety?
  • What about terrorism or criminalism?
  • What will be the season/weather look like in the targeted dates?

Travel/Transportation

  • What are the modes of international transportation (air / rail / road)?
    • Is there an international airport?
    • What the distance and modes of transportation from airports to city/venue?
  • What kind of visa restrictions are there?
  • How about affordability of the travel?

Dates

  • Is the venue available at proper dates?
  • Are there conflicts with other conferences (national/regional SotM, FOSS4G)?
  • Are there conflicts with national festivals / activities (e.g. festivities, elections, holidays)?
  • Do you have a rough idea on how timelines will look like (e.g. call for participation / sponsorhip / scholarship, etc)?


Other special features of the venue

Are there any other special features of the venue that we should consider?

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