Reps/SOPs/Budget/Assessment-Criteria

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:

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?