Events of the Month – October

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.

As we roll into the final quarter of 2023, the month of October was quite active. The month closed out with a total of 13 events.

Updates on WordCamps Held pre-October with Open Budgets
WordCampWordCamp WordCamps 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. Kerala, India (March 25)
Final Tickets Sold: 499
Approved Attendee Total: 500
Budget Notes*: Budget closed. 
Final cost $19,664 USD/1,638,635 INR and cost per person/day of $39 USD/ 3,284 INR.
Event closed on budget.   
Open Items – Finances: No open items
WordCamp Nairobi, Kenya (Aug 16-17)
Final Tickets Sold: 160
Approved Attendee Total: 200
Budget Notes*: Initial review of Transparency Report complete. Awaiting response in regards to small surplus.
Open Items – Finances: Awaiting response in regards to small surplus.
WordCamp Denmark (Aug 26-27)
Final Tickets Sold: 48
Approved Attendee Total: 95
Budget Notes*: Budget closed. 
Final cost $11,002 USD/ 73,347 DKK and cost per person/day of $115 USD/ 764 DKK.
Event closed with a contribution to the Global Sponsorship fund of approximately $4,190 USD/ 27,937 DKK
Open Items – Finances: No open items
WordCamp Jinja, Uganda (Sept 4 – 5)
Final Tickets Sold: 186
Approved Attendee Total: 250
Budget Notes*: Budget closed. 
Final cost $6,290 USD and cost per person/day of $17 USD.
Event closed with a contribution to the Global Sponsorship fund of approximately $60 USD to be used towards future MeetupMeetup Meetup groups are locally-organized groups that get together for face-to-face events on a regular basis (commonly once a month). Learn more about Meetups in our Meetup Organizer Handbook. expenses
Open Items – Finances: No open items
WordCamp Kathmandu, Nepal (Sept 8-9)
Final Tickets Sold: 473
Approved Attendee Total: 450
Budget Notes*: Budget closed. 
Final cost $18,288 USD/ 2,438,435 NPR and cost per person/day of $19 USD/ 2,577 NPR.
Event closed with a contribution to the Global Sponsorship fund of approximately $1,828 USD/ 243,694 NPR to be used towards future WordPress expenses. Surplus held in WP Nepal account.
Open Items – Finances: No open items
WordCamp Finland (Sept 14-15)
Final Tickets Sold: 407
Approved Attendee Total: 500
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Several payments still pending (Signage, Audio/Visual, Speaker Event)
WordCamp Pontevedra, Spain (Sept 16-17)
Final Tickets Sold: 245
Approved Attendee Total: 300
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Several payments still pending (Audio/Visual & Swag)
WordCamp Vancouver, Canada (Sept 23)
Final Tickets Sold: 241
Approved Attendee Total: 375
Budget Notes*: Budget closed. 
Final cost $16,470 USD/ 21,671 CAD and cost per person/day of $68 USD/ 90 CAD.
Event closed with a contribution to the Global Sponsorship fund of approximately $550 USD/ 724 CAD.
Open Items – Finances: No open items
WordCamp and Events Held in October
WordCamp Biarritz, France (Oct 6)
Final Tickets Sold: 304
Approved Attendee Total: 300 
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Food & Beverage payments still pending 
WordCamp Masaka, Uganda (Oct 6 – 7)
Final Tickets Sold: 217
Approved Attendee Total: 200
Budget Notes*: Budget closed. 
Final cost $8,136 USD and cost per person/day of $19 USD.
Event closed with additional Global Sponsorship funds used totaling $1,336 USD. The majority of this relates to customs fees for swag. A potential way to avoid this in the future will be to source the swag locally using templates provided by Central. This is in the works.
Open Items – Finances: No open items
WordCamp Bhopal, India (Oct 7-8)
Final Tickets Sold: 353
Approved Attendee Total: 350 
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Still Awaiting final Transparency Report**, and team has responded to say they are working on the final numbers
WordCamp Atlanta, USA (Oct 14-15)
Final Tickets Sold: 181
Approved Attendee Total: 500
Budget Notes*: Budget closed. 
Final cost $39,439 USD and cost per person/day of $109 USD.
Event closed with a contribution to the Global Sponsorship fund of approximately $5,781 USD after making major budgeting changes due to lower than expected sponsorship and ticket sales.
Open Items – Finances: No open items
WordCamp Skopje, North Macedonia (Oct 14)
Final Tickets Sold: 254
Approved Attendee Total: 250
Budget Notes*: Budget closed. 
Final cost $6,548 USD/ 385,188 MKD and cost per person/day of $26 USD/ 1,516 MKD.
Event closed with a contribution to the Global Sponsorship fund of approximately $1,140 USD/ 67,046 MKD.
Open Items – Finances: No open items
WordCamp Taiwan (Oct 14)
Final Tickets Sold: 321
Approved Attendee Total: 500
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Several payments still pending (Food, Speaker Event, Swag, After Party, Signage)
WordCamp Germany (Oct 19-21)
Final Tickets Sold: 276
Approved Attendee Total: 250
Budget Notes*: Budget closed. 
Final cost $45,743 USD/ 42,220 EUR and cost per person/day of $28 USD/ 25 EUR.
Event closed with additional Global Sponsorship funds used of approximately $2,091 USD/ 1,955 EUR.
Open Items – Finances: No open items
WordCamp Sevilla, Spain (Oct 20-22)
Final Tickets Sold: 243
Approved Attendee Total: 200
Budget Notes*: Budget closed. 
Final cost $28,304 USD/ 26,452 EUR and cost per person/day of $39 USD/ 36 EUR.
Event closed with additional Global Sponsorship funds used of approximately $5,785 USD/ 5,407 EUR.
Open Items – Finances: No open items
WordCamp Wroclaw, Poland (Oct 21)
Final Tickets Sold: 106
Approved Attendee Total: 100Budget Notes*: Budget closed. 
Final cost $5,337 USD/ 23,205 PLN and cost per person/day of $50 USD/ 219 PLN.
Event closed with a contribution to the Global Sponsorship fund of $2,064 USD/ 8,973 PLN.
Open Items – Finances: No open items
WordCamp Tokyo, Japan (Oct 21)
Final Tickets Sold: 424
Approved Attendee Total: 400 
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Still Awaiting final Transparency Report**, and the team has been emailed to request the report.
WordCamp Tegal, Indonesia (Oct 22)
Final Tickets Sold: 83
Approved Attendee Total: 75
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Still Awaiting final Transparency Report**, and the team has been emailed to request the report.
WordCamp Managua, Nicaragua (Oct 28)
Final Tickets Sold: 173
Approved Attendee Total: 200
Budget Notes*: Budget closed. 
Final cost $3,914 USD and cost per person/day of $23 USD.
Event closed with a contribution to the Global Sponsorship fund of $821 USD.
Open Items – Finances: No open items
WordCamp Mumbai, India (Oct 28-29)
Final Tickets Sold: 495
Approved Attendee Total: 500
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Still Awaiting final Transparency Report**, and the team has been emailed to request the report.

Budget Notes*: If an event was able to raise more sponsorship income or ticket income, or the expenses were 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.

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 Support WordPress 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 (WPCSWPCS The collection of PHP_CodeSniffer rules (sniffs) used to format and validate PHP code developed for WordPress according to the WordPress Coding Standards. May also be an acronym referring to the Accessibility, PHP, JavaScript, CSS, HTML, etc. coding standards as published in the WordPress Coding Standards Handbook.) – 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

#community-team, #wordcamps, #events-of-the-month