Open Source Village: finance meeting summary

Purpose: Agree on financial principles before any money comes in. Last year's money was divided in a "happy money session" afterwards, with no upfront transparency, and the community didn't receive that well. A happy money session will still happen afterwards, once real numbers are known. This meeting was about setting principles in advance and sharing them with the Commons Hub stewards and members.

Recap of last year

• About €35K was raised. Invoicing took about 6 weeks because of multiple sponsors per event, each with different processes: Open Collective uploads, finance departments, US tax forms, and sponsorship agreements.
• The 30%-to-the-Hub principle was applied loosely. The Hub ended up with about €14–15K, which included the coffee machine (Vercel's coffee sponsorship) and the kicker table.
• The rest went to core contributors (Xavier, Leen, Cedric, Cassandra, Miriam). Shares were based on roles, responsibilities and estimated hours, including work done up front.

Decisions and agreements

• Separate entity: Invoicing, sponsorship contracts and ticketing will go through an external for-profit entity, not the Commons Hub ASBL. The reasons are VAT, the mix of nonprofit and commercial activity, and issues with US funding. XL Collective (Xavier and Leen's SRL) will be tried this year. For the Hub, the village becomes just another booking. If it doesn't work, the approach gets revisited next time.
• Admin is paid work: Leen would likely carry the admin again. That work will be compensated in the remuneration, or XL Collective could hire an admin. Event admin stays separate from Commons Hub admin.
• Full transparency: There will be open spreadsheets showing money in and out. This also serves as a template for other event producers using the Hub.
• Sponsor "menu": The à la carte approach continues: base package, food tiers, and priced add-ons like photographer, livestream or coffee. Sponsors can also give general-purpose money.
• Hub rent minimum: Count at least €1,000/day excluding VAT, with a €12K floor for the two weeks and a target of €15K. Last year's figure of €900/day is outdated.
• Surplus goes to the Hub: After costs are paid and contributors' needs are met, the remainder goes to the Commons Hub as higher rent. Miriam suggested tying it to a list of concrete Hub improvements (repainting, front door, toilets).

Roles and expectations

• Leen: Holds the overall project and overview, sponsor outreach, and co-creates two program days with Inge (Building in Real Life Communities, AI day). Expects to be paid.
• Inge: New this year. Works on program, hosting and sponsor conversations. Open on expectations, but expects income proportional to hours.
• Miriam: On-the-ground logistics and volunteer coordination, possibly also purchasing and liaison. Considers last year's €1,000 reasonable.
• Friedger: Technical side, mostly remote, website, and possibly an EU wallet session. Low payment expectation; mainly needs to justify the time. May sponsor through his company.
• Xavier: Builds the app for open space and event sponsoring, organizes an Open Collective meetup, and Open Collective sponsors again. Wants limited involvement and no pay, just food covered for the two weeks.

Action points