TravelReimbursement

What?

OpenEmbedded needs to be present with a booth at conferences etc. For this the OEEV is planning to reimburse volunteers. This page is about collecting the information about travel costs and come to a conclusion of how much each helper is reimbursed and what the details for reimbursement are.

Requirements

There should be at least 2 people per day at the OpenEmbedded booth. If the event is a short one like FOSDEM (2 days) it is fine if the same two people are there during the whole conference. People receiving travel grants are expected to spend at least 50% of their time at stand/booth. (Or arrange for someone to cover their time)

CeBIT lasts usually from Tuesday to Saturday and is a very busy event. Supporters should be changed every few days so that not one person mans the booth everyday.

Events

Costs are estimated from US GSA per-diem rates. These are likely high, but should be well understood by corporate accountants. All numbers are in US dollars. Total assumes people leave the last day of the show, some people may need an extra night. On the other hand, the State department per-diem rates are much higher than most people need, so for budgetary purposes, the total should be good.

Event	Dates	People	Days	Hotel	Meals	Travel	Total
SCALE	Jan 20-22	2	3	125	71	400	1976
FOSDEM	Feb 4-5	4	2	210	165	400	4600
CeBIT	March 6-10	4	5	203	138	400	8420
Linuxtag	May 23-26	4	4	268	161	400	8464

Total = (People x Days) x (Hotel + Meals) + Days x Travel

Costs for travel (saner numbers for Europe)

Transportation varies from 20€ (public transport) to 2000€ (late-booked flight ticket). We should pay up to 300€ for this.

Meals

Companies usually pay 24€ per day.

Lodging

Hotels costs are in the range of 80 to 100€ per night.

U.S. Per diem rates

http://www.gsa.gov/portal/category/21287

Foreign Per diem rates

http://aoprals.state.gov/content.asp?content_id=184&menu_id=78