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OpenCollective didn't respond. We do not have a legal entity yet.
Dedicated foundation didn't work because we are lacking citizens in the conference country.
Zimbatm recommends using a private bank account and use an accountant and just do it in the general tax declaration. OR We use his company (Numtide) to proxy all the payments but would rather not do it unless required. Would require confidence in zimbatm and he will handle all the payments but he also needs to have a more transparent view into the transactions and potential costs.
We can also use vpsfree and can create a 2nd transparent account there.
=> We will proably use vpsfree this year but next year there should probably be a dedicated foundation.
vpsfree will issue invoices to the sponsors but they do not know what the invoice type should be (service, goods, …).
Sponsor (fadenb) just needs an Invoice not some special service type. He checks with accounting.
He will give us feedback in the next few days.
vpsfree invoices can't be expended against taxes. Last year nobody cared about that.
We should do a CfP as soon as possible
Contact sponsors ASAP
(Email)Ticket system
vpsfree uses RT and will setup a new queue for the address if required.Venue/Catering
venue is booked
We have to figure out what to do with Hotel
There will be a special promo code for the hotel booking so each participant will book on their own. No need to proxy that through our entity.
We have an offer of a hotel and will post it on discourse to see what the people think about it.
No exact prices for the catering yet but about 10-15€ p.P./day (lunch, coffee, water, fingerfood, …)
Next meeting is next monday (01.07.2019)