WordCamp Dallas: What Does a WordCamp Cost?
By Lorelle VanFossen, posted July 18, 2009 at 10:08 am | No Comments »
WordCamp Dallas was a resounding success this year, based upon participation, awesome speakers, location, and so many other criteria that qualifies to make such an event a success. But how much did all that cost?
John Pozadzides of One Man’s Blog completed his second year organizing and producing the popular WordCamp Dallas and he shared the details of the costs of such an event in “An Open-Source Look at the Cost of WordCamp Dallas.”
However, I’ve decided that in the interests of the community I will share as many details as possible so that others who are looking to put on an event of this kind will understand what it’s going to take before they attempt to do it. The last thing we need are surprises, especially where money is involved.
Keep in mind that the costs outlined here were to cover around 350 attendees, plus live streaming of the event to a few hundred more around the world. Also know that WordCamp Dallas 2008 had a similar outcome, but at around 65% of the values here.
There are some good tips in the comments as well, but it is important to note that costs like the facility, insurance, and sign language interpreters are often necessary and required by the laws of the government, be it federal or local. They must be put into the budget if they apply.
There are a lot of things to consider when making a budget plan, and a lot of extra costs that come up during the process and the event that can catch the organizers off guard.
Brendan Sera-Shriar of WordCamp Toronto wrote on the WordCamp Montreal wiki about the costs associated with producing WordCamp Toronto (WCT), stating:
Before I started organizing WCT 2009 I spoke with a few other organizers about this. In Vancouver they spent over $10,000, last year’s WCT (which had a free venue) they also spent just over $10,000. The average I got from most organizers online was any where from $8,000 (for really small 1 day WordCamps) up to $30,000 (for 2 day and much larger WordCamps).
My final total at the end of everything was $23,000. It adds up quick, I was paying for stuff the off and during the event. Small issues arise, things need to be taking care, and some stuff you just can’t plan for.
Brendan admitted that one of the things they screwed up was with the wireless Internet access. One of the biggest unanticipated costs and demands by WordCamp attendees is usually the WIFI. While they are forgiving in every way for mediocre speakers, food, and even venue, the inability to connect to the Internet for free can make or break such an event. While the attendees expect it for free, WIFI can cost plenty.
Trying to predict all the costs is tough, but luckily, WordCamps are now into their fourth year, so there are a lot of organizers willing to share their insights into how to produce such an event, and how to save money and pay for what you really need.
Financial Disclosure
While much of the energy and enthusiasm goes into promoting the event, it is part of the “rules” of Barcamps, and recommended to disclose the budget and final financial report of a WordCamp event.
A public budget and financial report lets people know how much it really costs and is keeping with the “open source” concept that supports the WordPress Community, as John Pozadzides described. It is critical that a WordCamp not be a “money-maker” but a community event. Most important, it helps educate and prepare others who are considering a WordCamp event in their area.
The WordCamp Australia wiki is the documentation for their past two years of WordCamps and includes financial reports and status in a fairly formal Robert’s Rules of Order meeting notes format. This keeps all volunteers and participants up-to-date on the financial affairs of the group and event, as well as helps alert the coordinators to the needs of the event, both financial and otherwise.
This was not presented in this format for the volunteers, but as part of the responsibility of becoming an official non-profit organization, the WordCamp Association in Australia. The official status comes with some requirements as well as some protection for the individuals. If the event loses money, who is responsible? By forming a government recognized legal business with a non-profit or corporate status that protects the individuals against the debt of the company, as well as other liability protections. It also tells the world that this isn’t just a one-off event, but one that will continue, no matter who is in charge, if there is enough interest. Check with your local government for licenses, permits, and the requirements for such official status to see how you may or may not benefit.
Share Your WordCamp Lessons
A WordCamp event is not produced nor organized by one person. It takes a team to make a successful WordCamp, as well as good, involved sponsors to help offset the costs beyond the ticket price. If you are considering bringing a WordCamp to your community, it’s important to learn from others about how to produce a WordCamp, as well as from the lessons they’ve learned along the way.
A new WordCamp LinkedIn group formed recently and two discussions are worth noting. WordCamp Producers Tips and Advice and WordPress Meetup Tips are for those who are involved in producing WordCamp and WordPress Meetup events to offer their tips and advice for those who wish to or need some inspiration and motivation with their event. Please join the LinkedIn WordCamp group and have your say on how your event is working, what you would like to see improve, and help others improve their WordPress events.
