Budget Review Checklist

GETTING STARTED GETTING STARTED

Any time we have time to chat one on one with an organizer or their team we should take the opportunity to check in to see if they have any questions or concerns. These can be about the budget or any other aspect of WordCamp planning. Before you dive into the numbers ask if there’s anything else they need to discuss. If all is well begin, the budget review.

  • Ask if there’s anything in the budget they’re concerned about
  • review number of attendees, days, tracks, volunteers, and speakers for consistency
  • if there are inconsistencies discuss why they have too few or too many speakers or volunteers.
  • if they have more than 3 tracks discuss with them potential conflicts and complications
  • review the ticket price, tickets are never to exceed $20USD per person per day

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EXPENSES EXPENSES

The following are required items and must be covered during the budget review. These items do not have to be expenses, but if they’re not listed as an expense we must ensure that they’ve made adequate arrangements for each

  • venue (all ages without political or religious affiliation)
  • wifi
  • comped tickets (for speakers, volunteers, and sponsors + scholarships if they wish)
  • lunch (with vegetarian/vegan/gluten-free/lactose-free/kosher options)
  • coffee and water service all day (and/or the regionally appropriate caffeinated beverage)
  • videography (most commonly done by volunteers with WordPress Foundation camera kits but can be an expense)
  • swag (no sponsor logos on swag, if t-shirts they must be provided in both men’s AND women’s cuts not just unisex)

Other common expenses that should be discussed

  • av rentals and fees
  • printing (signs, banners, and badges)
  • after party
  • speaker event/ gift
  • accessibility (ensure they ask about it in ticket sales and remind them that WordCamp Central will cover the cost of accessibility services such as ASL translators and CART services)
  • office supplies/event supplies (power strips, pens, scissors, etc)
  • insurance (All WordCamps are covered by the WPCS umbrella policy, so no extra event insurance is necessary)

The following are expenses we NEVER pay for:

  • design services
  • event organizing services
  • personal assistants
  • special perks or gifts just for the organizing team
  • special perks or gifts for sponsors
  • speaker perks of gifts for vendors
  • bribes
  • emcees
  • photography

The following are expenses we very, very, very, very, very rarely pay for (and only after getting agreement with other deputies):

  • advertising
  • speaker travel
  • vehicle rental
  • stock photos
  • membership fees
  • bank fees or taxes (for events not running money through WPCS that will have to pay taxes or expenses on income)
  • door prizes

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INCOME INCOME

  • ticket sales income (are comped tickets accounted for? are they required to sell out to balance their budget?)
  • total fundraising goal (their total expenses, minus their projected ticket sales income)
  • local sponsorship goal (realistic sponsor levels, what were they able to raise in years past, what are they planning to include in sponsorship packages, maybe review the sponsorship rules)
  • global sponsorship grant (25-80% of the total fundraising goal. Larger grants for newer events!)

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AFTER THE BUDGET HAS BEEN REVIEWED AFTER THE BUDGET HAS BEEN REVIEWED

  • reject budget and update any fields you and the organizer have agreed need to be updated and add the global sponsorship grant in income.
  • get verbal agreement that the organizer is comfortable with any updates made
  • submit updated budget and click to approve.
  • open up the WordCamp’s page on Central, note the global sponsorship grant amount and mark update WordCamp Status to “Budget Approved”
  • request a venue contract, agreement, or verification from the organizer. Remind them not to publish their dates or venue until the agreement has been reviewed and signed by someone at WordCamp Central
  • send them the edit link to their WordCamp’s page on Central and ask them to update all required fields so the WordCamp can be moved to “Scheduled” as soon as the contract has been signed.