Please share your feedback on a proposed update to our current WordPress Events/WordCamp 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. budget guidelines:
The current event guidelines state that the inclusion of advertising expenses in an event budget is very rarely allowed:
“Some things that WordCamps very, very, *very* rarely include in their budgets:
Most WordCamps are highly successful without spending money on the items below. While sometimes exceptions are made for unusual circumstances, you should plan not to include the following expenses in your budget, unless an experienced deputy 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. approves the expense […] Advertising“
Why Change the Guideline?
The Community Team’s goal for upcoming events is to warmly welcome more first-time attendees. We aim for over 50% of participants to be newcomers while celebrating returning attendees. To achieve this, event organizers should focus on attracting new participants through well-planned event design, messaging, and marketing strategies.
Proposed Change
We propose updating the guideline to allow a variable or fixed amount of money in the WordPress event budget to be used specifically for marketing and advertising. Here’s a proposal:
“A portion of the WordCamp budget may be allocated for marketing and advertising, subject to the approval of a Program Manager during your budget review and funded by the Global Sponsorship grant. To ensure mindful use of program funds, we suggest a minimum amount of $50 and a maximum amount of $400, based on factors like experience of the organizers, cost of living, size of the local community, etc. The budget should be used mindfully and efficiently to maximize the event’s reach and impact.”
Remember that the best marketing strategy is word of mouth. How can you and other organizers spread the word? Attend other events in the area, email your contact lists, post on your social media channels, and share details at your places of work. NETWORK!
How to use the advertising funds
Advertising funds should be used strategically to attract new attendees and raise awareness. Here are some suggestions in order of expected return on your effort and investment:
- Event Directories: List on online calendars and tech forums.
- Newsletter Listings: Feature in relevant newsletters and publications.
- Influencer Partnerships: Collaborate with influencers of the targeted audience to promote the event.
- Collaborations: Partner with local businesses for mutual promotion.
- Physical Marketing: Distribute posters, flyers, and banners in strategic locations.
- Social Media Ads*: Targeted campaigns on social media platforms like Facebook, Instagram, LinkedIn, etc.
- Traditional Media*: Use local TV, radio ads, and newspaper placements.
Notes
* The last two channels can be quite costly and should be considered when the prior five options have been explored because they can deplete a budget very quickly.
We recommend focusing on going to where potential WP users might be – such as existing associations/clubs/groups. For example, a small business association or a professional networking event for entrepreneurs.
Important reminder
- Trademark: Read carefully the WordPress and WordCamp trademark policies to avoid unauthorized use of them.
- Family-friendly content: Ensure marketing content is family-friendly and reviewed by your mentor 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..
- Code of Conduct “A code of conduct is a set of rules outlining the norms, rules, and responsibilities or proper practices of an individual party.” - Wikipedia: Ensure all advertising respects the WordPress Community Code of Conduct, promoting inclusivity and respect.
Seeking Community Input
We’d love to hear your thoughts on this proposal. Please share:
- Would this change benefit the WordPress Events Program?
- Any suggestions for “how to” and “how not to” use the funds?
- Any suggestions to help ensure we use our annual budget as efficiently as possible?
Please join the discussion before August 19, 2024, and help us ensure that WordPress Events reach even more people!! I’ll close the comments of the post and share a summary of them after that date.
Thank you for your support and input!
#budget, #discussion, #new-guideline, #wordcamps, #wordpress-events
