Venue Contract

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).

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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