Venue Contract

We are currently updating the names of our contributor roles throughout our resources. The new role names are Community Team Event SupporterEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues. (formerly MentorEvent Supporter Event Supporter (formerly Mentor) is someone who has already organised a WordCamp and has time to meet with their assigned mentee every 2 weeks, they talk over where they should be in their timeline, help them to identify their issues, and also identify solutions for their issues.), Community Team Program SupporterProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook. (formerly DeputyProgram Supporter Community Program Supporters (formerly Deputies) are a team of people worldwide who review WordCamp and Meetup applications, interview lead organizers, and keep things moving at WordCamp Central. Find more about program supporters in our Program Supporter Handbook.), and Program ManagerProgram Manager Program Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule. (formerly Super DeputyProgram Manager Program Managers (formerly Super Deputies) are Program Supporters who can perform extra tasks on WordCamp.org like creating new sites and publishing WordCamps to the schedule.).

For any venue – particularly a hotel, wedding banquet, convention hall, or any other professional space – we want the organizers and the venue to prepare an official contract to be signed by both parties: the venue and 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., PBC (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., PBC).

Please, don’t sign the contract yourself. Make sure that only the venue signs the agreement, and then send it to support@wordcamp.org in one PDF document.
A representative of WordPress Community Support, PBC will sign it and send it back to you.

Components of a complete contract:

  1. An official letterhead
  2. Addressed to:
    • WordPress Community Support, PBC, 660 4th Street #119, San Francisco, CA 94107
  1. Description of the items booked, as per the approved budget and the rate
  2. Venue cancellation policy
  3. Signed by the venue
  4. Sent to support@wordcamp.org in one PDF document (not as separate documents)

Some venues, such as schools, libraries, etc., might not have a procedure or template to create a formal contract that describes the booked venue package and cancellation policy and is signed by the venue. In such situations, please complete this Simple Venue Agreement Template and have it signed by the venue and WPCS, PBC.

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Why we require a signed contract before announcing the WordCamp date

  • A signed venue contract is an official and legally binding document that we need in order to file an insurance claim if anything unexpected happens.
  • With a signed contract, the venue and WPCS accept some conditions in case of event cancellation, etc.
  • A contract signed by an international entity like WPCS elicits a bigger commitment from the venue.

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