Ryan Gorley is authorized to rent a car for travel to the Inkscape Hackfest and SCALE conference in Pasadena, CA from his residence in Utah, instead of air travel.
It is expected that this travel can be made at a total cost within the travel cap already approved of $2000, and that the cost of the car rental and gasoline is roughly on par with the costs of airfare + local ground transportation + extra baggage fees for video/sound equipment.
[sfconservancy.org #3525] [sfconservancy.org #3248]
Ryan Gorley will be traveling from Utah to California to attend the hackfest. For this distance, the cost of travel by air is commensurate with the cost of renting a car and driving.
Using a rental car will have significant additional benefits, including being able to bring professional video equipment and a guest/assistant.
| Board Member | 1. |
|---|---|
| Bryce Harrington | a. |
| Josh Andler | a. |
| Tavmjong Bah | a. |
| Ted Gould | a. |
| Martin Owens | a. |
| Marc Jeanmougin | |
| Chris Rogers | a. |
Ryan Gorley explains:
Hey Bryce, last year I captured some video at Boston and SCALE. The
intention was to create a video about the project. The goal would be
to educate people on how community run projects like this work, and
paint a picture of how they can get involved and help. I didn't
really have the right gear and a clear enough plan to execute on it
well. I'd like to make another attempt this year, but with some
upgraded video, audio, and lighting equipment from my business.
The trick is that if fly to LA I'm pretty limited on what I can
bring along in the airplane. I also have a friend who has worked
with me on professional video projects in the past that would be
interested in joining and helping for the week.
For me the cost of a car rental (~$191*) and fuel (1400 miles =
~$150) will be comparable to the cost of an airplane ticket
($188~$288*) and ground transportation to-and-from the airport
($32~$192*). It's more exhausting for me, but I would be able to
bring equipment that I wouldn't be able to otherwise, booth banners,
and likely someone who can help. Both of my personal vehicles are a
little older so I'm not sure I'd want to drive either of them that
distance.
Do you think the project/SFC would approve me renting a car and
spending ~$10/night* more to get a room that would accommodate two
people? It would be the same number of hotel nights (7) and my
friend wouldn't be seeking reimbursement for any of his expenses. I
would remain well within my allotted budget of $2000 in either
scenario. As you know, prices are going up and I need to lock
things. Please let me know. Thanks!Conservancy travel policy permits use of car rental, with prior approval by the Inkscape board (PLC):
Ground transportation necessary as part of authorized Project trips
is considered to be a reasonable expense. Public ground
transportation, such as taxis, shuttles, buses and municipal
transit, are generally the most cost-effective options and are the
standard for eligible ground transportation reimbursements. All car
rentals require pre-authorization by the PLC or by an officer of
Conservancy. When car rentals have been pre-approved, the rental of
compact cars is encouraged; mid-size vehicles are authorized when
necessary (e.g., when compact-sized vehicles are not available or
the number of passengers or volume of baggage makes a compact
vehicle impractical).
-- https://sfconservancy.org/projects/policies/conservancy-travel-policy.html