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In a continuing effort to provide some real-time information for event organizers and the community alike, below is a month-in-review post with recaps of the prior month’s events and how they fared financially, in terms of ticket sales and budget.
Updates on WordCamps Held Before January with Open Budgets
WordCampWordCampWordCamps are casual, locally-organized conferences covering everything related to WordPress. They're one of the places where the WordPress community comes together to teach one another what they’ve learned throughout the year and share the joy. Learn more. Tokyo, Japan (Oct 21) Final Tickets Sold: 424 Approved Attendee Total: 400 Budget Notes*: Transparency Report has been submitted and is in review. Open Items – Finances: still in review
WordCamp Manila (November 11) Final Tickets Sold: 289 Approved Attendee Total: 230 Budget Notes*: Transparency Report reviewed but awaiting a few answers to open questions Open Items – Finances: Open questions sent January 10, 2024 & follow up email sent February 19, 2024, with a deadline of February 26th for a reply
WordCamp Udaipur (December 2) Final Tickets Sold: 300 Approved Attendee Total: 350 Budget Notes*: Transparency Report has not been submitted Open Items – Finances: Email check in was sent January 11, 2024, and additional time was allowed for completion. A deadline of March 4th has been set for the final report submission
WordCamp Ahmedabad (December 9) Final Tickets Sold: 1051 Approved Attendee Total: 800 Budget Notes*: Transparency Report has not been submitted Open Items – Finances: Post event email check in was sent January 11, 2024, and an additional email was sent February 19, 2024, to request the report.
WordCamp and Events Held in January
Kolkata Career Camp (January 6) Final Tickets Sold: 158 Approved Attendee Total: 250 Budget Notes*: Transparency Report reviewed and budget closed Final cost $3,240 USD/ 270,013 INR and cost per person/day of $17 USD/ 1,709 INR. Event closed with additional Global Sponsorship funds used of approximately $450 USD / 37,825 INR. Open Items – Finances: There was a small balance on hand with the organizer after the event totaling 3,805 INR that was transferred to WC Pune to assist with some of their outstanding expenses.
WordCamp Nepal (Jan 12 – 13) Final Tickets Sold: 859 Approved Attendee Total: 800 Budget Notes*: Still awaiting Transparency Report submission and final numbers. Open Items – Finances: Still Awaiting final Transparency Report**, and the team has been in communication to say the information will be submitted as soon as possible.
WordCamp Zaragoza (Jan 19 – 20) Final Tickets Sold: 260 Approved Attendee Total: 225 Budget Notes*: The budget appears almost complete. The only remaining vendor to be paid appears to be for the accessibilityAccessibilityAccessibility (commonly shortened to a11y) refers to the design of products, devices, services, or environments for people with disabilities. The concept of accessible design ensures both “direct access” (i.e. unassisted) and “indirect access” meaning compatibility with a person’s assistive technology (for example, computer screen readers). (https://en.wikipedia.org/wiki/Accessibility) services. Open Items – Finances: One more vendor to pay
Jakarta Web Challenge (January 27) Final Tickets Sold: 171 Approved Attendee Total: 130 Budget Notes*: Transparency Report reviewed and budget closed Final cost $3,090 USD/ 48,285,772 IDR and cost per person/day of $18 USD/ 282,320 IDR. Event closed with a contribution to Global Sponsorship funds of approximately $2,351 USD / 36,737,528 IDR. Open Items – Finances: There is a surplus with the local organizers totaling approx $633 USD / 9,902,372 IDR that will be returned to Central via PayPal.
Budget Notes*: An event closed on budget if the approved Global Sponsorship amount is what was utilized. If an event is able to raise more sponsorship income or ticket income, or the expenses are less than amounts listed in the approved budget, the additional funds are contributed back to the Global Sponsorship fund. If, on the other hand, an organizing team raises less sponsorship income or ticket income than planned, or expenses are higher than originally budgeted, the additional amount needed to cover all expenses is covered by the Global Sponsorship fund and will be stated as additional Global Sponsorship funds used. This amount represents funds in addition to the approved Global Sponsorship amount.
The goal of WordPress events is to provide a space where community members can come together and share knowledge, build relationships with other members and sponsors, and spread love for WordPress. The goal is never to make money. Because WordPress Community SupportWordPress Community SupportWordPress Community Support PBC is a Public Benefit Corporation, created specifically to be the financial and legal support for WordCamps, WordPress Meetup groups, and any additional “official” events organized within the WordPress Community Events program. pays taxes on any income at year end, we strive to hold events where income is equal to expenses.
Transparency Report**: WordCamps that run funds through WordPress Community Support (WPCSWordPress Community SupportWordPress Community Support PBC is a Public Benefit Corporation, created specifically to be the financial and legal support for WordCamps, WordPress Meetup groups, and any additional “official” events organized within the WordPress Community Events program.) – meaning WPCS collects ticket income and sponsorship income, and pays vendors directly – are not required to submit a Transparency Report. Alternatively, organizing teams that run money locally collect all or some of the ticket income and sponsorship income directly. The team then uses the collected funds to pay expenses of the event. The organizing team is responsible for completing a transparency report after the event where they submit receipts/documentation for all expenses, support for ticket income collected, and support for sponsorship income collected. More info can be found here.
