Events of the Month – November & December

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.

Of note, the end of 2023 was particularly active with a total of 12 events in November and December.

Updates on WordCamps Held Before November
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. Nairobi, Kenya (Aug 16-17)
Final Tickets Sold: 160
Approved Attendee Total: 200
Budget Notes*: Transparency Report reviewed and budget closed

Final cost $8,265 USD and cost per person/day of $26 USD.

Event closed on budget.
Open Items – Finances: No Open Items
WordCamp Finland (Sept 14-15)
Final Tickets Sold: 407
Approved Attendee Total: 500
Budget Notes*: Budget closed.

Final cost $36,805 USD/ 34,397 EUR and cost per person/day of $45 USD/ 42 EUR.

Event closed with a contribution to the Global Sponsorship fund of approximately $11,249 USD/ 10,513 EUR
Open Items – Finances: No open items
WordCamp Pontevedra, Spain (Sept 16-17)
Final Tickets Sold: 254
Approved Attendee Total: 300
Budget Notes*: Budget closed

Final cost $24,125 USD/ 22,546 EUR and cost per person/day of $47 USD/ 44 EUR.

Event closed on budget
Open Items – Finances: No open items
WordCamp Biarritz, France (Oct 6)
Final Tickets Sold: 304
Approved Attendee Total: 300 
Budget Notes*: Budget closed

Final cost $50,874 USD/ 47,546 EUR and cost per person/day of $167 USD/ 156 EUR.

Event closed with additional Global Sponsorship funds used of approximately $715 USD / 668 EUR
Open Items – Finances: No open items
WordCamp Bhopal, India (Oct 7-8)
Final Tickets Sold: 353
Approved Attendee Total: 350 
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $10,399 USD/ 866,544 INR and cost per person/day of $15 USD/ 1,227 INR.

Event closed with a contribution to the Global Sponsorship fund of approximately $297 USD/ 24,778 INR
Open Items – Finances: No open items
WordCamp Taiwan (Oct 14)
Final Tickets Sold: 321
Approved Attendee Total: 500
Budget Notes*: Budget closed.

Final cost $25,892 USD/ 835,240 TWD and cost per person/day of $81 USD/ 2,602 TWD.

Event closed with additional Global Sponsorship funds used of approximately $5,506 USD / 177,600 TWD. The main reason for this need is related to invoicing errors by the venue. The invoices issued were lower than the quoted prices, but this was not noticed until after the event. The venue issued an invoice for the unbilled portion post event. 
Open Items – Finances: No open items
WordCamp Tokyo, Japan (Oct 21)
Final Tickets Sold: 424
Approved Attendee Total: 400 
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 Tegal, Indonesia (Oct 22)
Final Tickets Sold: 83
Approved Attendee Total: 75
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $2,164 USD/ 33,298,615 IDR and cost per person/day of $26 USD/ 401,188 IDR.

Event closed with a contribution to the Global Sponsorship fund of approximately $86 USD/ 1,324,385 IDR. 
Open Items – Finances: No open items.
WordCamp Mumbai, India (Oct 28-29)
Final Tickets Sold: 495
Approved Attendee Total: 500
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $23,351 USD/ 1,945,944 INR and cost per person/day of $24 USD/ 1,966 INR.

Event closed on budget
Open Items – Finances: No open items
WordCamp and Events Held in November
WordCamp San Jose (November 4 – 5)
Final Tickets Sold: 411
Approved Attendee Total: 450 
Budget Notes*: Budget closed.

Final cost $41,481 USD and cost per person/day of $50 USD

Event closed with additional Global Sponsorship funds used of approximately $4,770 USD. 
Open Items – Finances: No open items
WordCamp Madrid (November 4 – 5)
Final Tickets Sold: 619
Approved Attendee Total: 600
Budget Notes*:  Budget closed.

Final cost $85,951 USD/ 80,300 EUR and cost per person/day of $69 USD/ 65 EUR

Event closed on budget. With some special negotiations, the organizing team was able to apply a payment of approximately 7,000 EUR from a 2020 venue deposit towards the 2023 chosen venue.
Open Items – Finances: No open items
WordCamp Montreal – ONLINE (November 8 – 9)
Final Tickets Sold: 79
Approved Attendee Total: 200
Budget Notes*: Budget closed.

Final cost $326 USD/ 446 CAD and cost per person/day of $4 USD/ 6 CAD

Event closed with a contribution to the Global Sponsorship fund of approximately $755 USD/ 1,034 CAD. 
Open Items – Finances: No open items
WordCamp Valencia (November 10 – 11)
Final Tickets Sold: 394
Approved Attendee Total: 390
Budget Notes*: Budget closed.

Final cost $34,206 USD/ 31,968 EUR and cost per person/day of $43 USD/ 41 EUR

Event closed with additional Global Sponsorship funds used of approximately $1,160 USD / 1,084 EUR
Open Items – Finances: No open items
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 1/10/2024
WordCamp Verona (November 17 – 18)
Final Tickets Sold: 295
Approved Attendee Total: 300
Budget Notes*: Budget closed.

Final cost $25,974 USD/ 24,275 EUR and cost per person/day of $44 USD/ 41 EUR

Event closed with additional Global Sponsorship funds used of approximately $4,481 USD / 4,188 EUR
Open Items – Finances: No open items
WordCamp Hong Kong (November 18)
Final Tickets Sold: 77
Approved Attendee Total: 70
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $7,927 USD/ 60,975 HKD and cost per person/day of $103 USD/ 792 HKD

Event closed with a contribution to the Global Sponsorship fund of approximately $2,264 USD / 17,417 HKD. 
Open Items – Finances: No open items
WordCamp Islamabad (November 25 – 26)
Final Tickets Sold: 176
Approved Attendee Total: 200
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $5,404 USD/ 1,512,951 PKR and cost per person/day of $15 USD/ 4,298 PKR

Event closed with a contribution to the Global Sponsorship funds of approximately $489 USD / 135,764 PKR
Open Items – Finances: No open items
WordCamp Udaipur (November 25)
Final Tickets Sold: 300
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 and Events Held in December
WordCamp Ahmedabad (December 9)
Final Tickets Sold: 1051
Approved Attendee Total: 800 
Budget Notes*: Awaiting Final Numbers
Open Items – Finances: Still Awaiting final Transparency Report**, a post event email has been sent to the team requesting their submission
WordCamp Lahore (December 9-10)
Final Tickets Sold: 363
Approved Attendee Total: 350
Budget Notes*: Transparency Report reviewed and budget closed. 

Final cost $6,200 USD/ 1,722,361 PKR and cost per person/day of $9 USD/ 2,372 PKR

Event closed with a contribution to the Global Sponsorship funds of approximately $3,600 USD / 1,000,000 PKR
Open Items – Finances: No open items

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 Support WordPress Community Support PBC is a subsidiary of WordPress Foundation. It is 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