I would like to clarify on this one. I think the 2 cases you mentioned here are cases where Reps are not acting in accordance with our budget guidelines. We clearly state there that even if they’re following the guideline, requests are Not being approved by default. That is one fundamental fact that every rep who got access to resources have to be very clear when they were approached by other Mozillian to help with their budget request.
Also, I would like to emphasize that DevRel budget is out of context in this conversation since they have their own process on sponsorship. Everyone can file a sponsorship request there, so organizers don’t need to go through a Rep to ask for sponsorship from DevRel. Please check out this wiki if you’re interested to know more about that.
Now, let me address your recommendations as well.
Have SOP on how to communicate with event organizers
As much as I would like if communications can be made in a more structured way, this is something that I think we wouldn’t be able to control. One thing that every rep should acknowledge on this case is the thing that I already mentioned before, which is to emphasize that budget/swag requests are not approved by default. So whether they’re asking support from Reps or DevRel, there’s always a possibility that their request would be rejected.
Have Reps follow the SOP
Of course, this is the ideal situation in a perfect world. We can create whatever rule we want, but, contributors are just humans. That’s why we have the review process to ensure that people are following the guideline and to also make sure that we use our finite budget in accordance with Mozilla’s goal of the year.
Have an event organizers handbook for how to get sponsorship/swags from Mozilla with prominent warning that there is no guarantee
In case you don’t know, right now we don’t give resources access to every rep in the program. To be able to request resources, you have to be trained as a Resources Rep to make sure that you understand the procedure. Everyone can take the online training. However, the official application for Resources Rep is only open a few times if we see more demands from the regions.
I hope my answer helps to clarify some of the issues described here. (: