Yeah, just dug that up myself. I still feel that you ask for funding and then plan the event, if the funding is crucial, but clearly the PSF set an expectation that it didn't live up to.
Note the same FAQ, though, says this: "There is no set maximum, but grants are awarded with consideration for the annual PSF grant budget and that events/sprints will be virtual...with that in mind are willing to consider up to $2,500 per request for larger virtual events."
My guess is that this FAQ needs an update now that the PSF is once again willing to fund in-person events.
It's a bit chicken and egg though: I would expect that a grant would be much more likely to be granted for an event that had a decent amount of groundwork already done? For new events especially, you'd want to see some commitment.
I'd want to see a plan, for sure. I would, in the place of the PSF folks, not want to be handed a "this is already in motion, and we are depending on funding so you better say yes."
This doesn't appear to be the case, and they had a plan if the PSF had said no. The problem is that they didn't say anything, which in turn meant they couldn't finalize the program or answer to their own requests for travel expense (either way).
In case you've never organized events before, it's a bit of a catch-22. You need to be prepared to accomplish what your funding request entails before you are awarded, to the degree of satisfaction of the grantor.
When the criteria and timelines are unclear, as they were here, the requestor is put in a position where budgeting becomes a more serious jeopardy to an event than any planning concern.
The PSF should have responded. There's really no cause for what they did, even if it was only miscommunication.
I’ve organized a lot of events, and I’ve been in the position of holding funding for community events. I’ve never put an event in motion with uncertain funding like this, ever. If I can’t do it without funding from a single entity and they may say “no” then I don’t set things in motion until they’ve said yes.
Note the same FAQ, though, says this: "There is no set maximum, but grants are awarded with consideration for the annual PSF grant budget and that events/sprints will be virtual...with that in mind are willing to consider up to $2,500 per request for larger virtual events."
My guess is that this FAQ needs an update now that the PSF is once again willing to fund in-person events.