Reps/SOPs/Budget/Assessment-Criteria
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Warning: With effect from 1st September 2023, the Mozilla Reps program was closed and activities ended.
Here is a list of recommended questions a Resource Rep should consider when reviewing a budget request:
Contents
PHASE 1: Initial Criteria to be reviewed by the Resource Rep
General questions on the event and budget
- Request was made at least 3 weeks before the actual date of the event
- Event goals are directly aligned with Mozilla’s goals and helps take them further
- The event has at least 3 success metrics
- Clear breakdown of expenses
- 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.
- Do the requested break-down expenses make sense for this event? Is there something that doesn’t need be an expense?
- Is the wanted impact clearly stated? What defined impact goal is supported with this event?
- Are there any previous similar events? If yes, are there ideas on how to improve regarding the last events?
- Is there an event agenda?
- Do you think it’s possible to find local partners / sponsors to support your event?
- Participation
- Who will come to the event? If there are Mozillians, ask them to add their names on the event page.
- Is there a possibility to attend online and participate?
- Are there any sponsored Mozillians? Is it stated how the selection process for sponsored Mozillians was done?
- Promoting
- How and where will the event be promoted? Target audience?
- Communication channels, social media
- Why do you think that that many people will attend? Are there any experiences from similar past events?
- Documenting
- How the event is going to be documented? (blogpost, photos, twitter, press/ media presence)
PHASE 2: Questions based on case by case
Type of Budget requests
- Inter-community meetup
- What are the goals for the meetup? What are the topics which make it necessary to discuss this face to face?
- Have you identified pain points that need to be addressed?
- How will the follow up look like? How will you track the discussed plans?
- Regional meetup
- What are the goals for the meetup? What are the topics which make it necessary to discuss this face to face?
- Have you identified pain points that need to be addressed?
- How will the follow up look like? How will you track the discussed plans?
- Project-specific hackathon
- Are the proposed tasks to do aligned with the team / project goals?
- Was the functional team contacted to help out identifying what needs to be worked on?
- Did you talk to the team in terms of sponsoring?
- Is this project top priority for Mozilla?
- Mozilla Tour / Campus tours
- Is the local community, Mozilla Reps, aware of this event?
- Who are the other team members (Mozillians from the region) that will be accompanying you with this proposed event?
- Does the above budget cover the cost of food/travel/stationery of all the team members?
- Is there a tentative agenda / plan for each day?
- Is there a list of places and universities that you plan to visit?
- Who is your point of contact? Is there a specific university or organization or person(s) who are helping/coordinating in planning this event? Please provide the details of the same.
- How specifically do you hope to engage potential contributors?
- Have you approached the Mozilla l10n team to see if they are interested in having the regional language localized (if not already there)?
- MozCafe
- Why do you think you need to have expenses for this?
- How do you make sure that people don’t come just because there is something to get?
- Project Specific Hackathons - L10n, Addons, App days
- Have you contacted the functional area inside Mozilla to let them know you’re having a sprint?
- Supporting / Sponsoring a different event, to have Mozilla presence
- What are the partnership / sponsorship benefits?
- Will there be a booth? If so, is there a first draft on who will be at the booth at which times?
- Will our brand be visible to all attendees of this event? Where?
- What are top three expected outcomes?
- What’s your role at this event? (Organizer, speaker, attendee, ..)
- Are there enough links which provide additional information about the event?
- Did we sponsor this event before? If so, what were the outcomes?
- Is the selection process is clearly defined and everybody who is sponsored has an assigned part that couldn’t be done by the others?
- What is the format of this event? (Conference, Festival, …)
- What’s the audience of this event? (Tech, non-tech, ..)
- Mozilla specific campaigns/contests - Online [Design Challenge]
Examples: Firefox Flicks, Demoparty, Webmaker, Launch events / Milestones, Mozilla Spring/Fall Campaigns, ...- Why is this under ReMo budget?
- Was the responsible team within contacted to get further information and expectations?
PHASE 3: Resources and questions for event logistics
Per diem formula: In case you want to check the flight, accommodation and food costs use the per diem formula that Regnard created. Useful tip: the per diem formula only works for maximum 2-3 Reps.
- Flights
- The Resource Rep can see the cheapest flight available on momondo
- If not taking the cheapest flight, ask your mentee to explain why
- Why flying? Is there another Rep closer that should go instead?
- Distance of travel - perhaps there is a cheaper travel option for shorter distances (less than 4 hours)
- Accommodations
- Reps are not required on staying in a hostel but they don't get deluxe rooms either. Airbnb is also preferable.
- Was the possibility of multiple bed rooms considered?
- Venue
- Are we paying for the venue?
- If so why this venue, is the cost comparable to others in the region? Did you try to get a free location? If so, why wasn’t this possible?
- For 3rd party events, what are costs associated, eg booth fees?
- What is the value of participating at this venue?
- How many venues did you contact to find out the best location?