You will need more many than you think?
Before I started organizing WCT 2009 I spoke witha 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 $8000 ( 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.
- Venue will be your most expensive, regardless of what you find. Let's
face it, you need space for everything and everyone. Unless it's free, it
ain't going to be cheap.
- If your venue does not have it, you need to rent tables and chairs,
this cost us $630
- Wifi, well we screwed this up a bit, so you need to pay for that as
well...
- Food, this can become very costly, coffee, water, juice, available
every day adds up, and unfortunately people expect it!
- Swag, shrits add up reall fast, and swag bags...
- Gifts for your speakers, it's customary, even if you give them each a
bottle of wine, or in our case Starbucks tumblers and free coffee. I heard
at some wordcamps they have given speakers ipods, futureshop gift cards,
etc.
- Advertising collateral ie; postcards, stickers, posters, whatever you
give out in advance to get people there. this coat us around $3000
- Signage for outside the event. We baught a giant vinyl sign. It cost
around $130
- Printing schedules and badges
- Lanyards ( i have a really good connection for this and he will ship to
mtl)
i run other small events that are 1 day and average 50-100 people, its still
cost a couple grand each time...
I would aim much higher on your budget to be on the safe side. Some advice,
start sourcing prices for the above now!!! this way you have a better idea
of what it costs and a more realistic budget.
You might be luckty and get away with 5k, but I don;t think yo will meet
your expectations. Granted I am speaking from a TO point of view, but I am
originally a Montrealer, and I know its cheaper there, but some things still
cost.
Try to get some free stuff donated to cause!!!
Also, and added addition to you sponsorhip, set up a paypal donation option.
We did, and surpriselingy people donated a couple hundred dollars here and
there...
-Brendan
On Thu, May 21, 2009 at 1:53 PM, Jeremy Clarke <j...@simianuprising.com>wrote:
> On Thu, May 21, 2009 at 1:40 PM, Sylvain Carle <sylvainca...@gmail.com>
> wrote:
> > First we need to decide how much money we need.
> > I would say we probably need around 3k for a small event and 5-7k for
> > a larger event.
> Huh. Well I have zero experience with this other than talking to
> Brendan about WCTO, so i value your guess. That said, Brendan spend a
> LOT more than that on WCTO. I guess it partly depends on whether our
> venue ends up being cheap or expensive (WCTO had an *expensive* venue
> compared to some of our potential options).
> > I suggest three categories for sponsorship (for diversity and
> > representation):
> > * Enterprise/Institutional: slices of $1000, max up to 3 per sponsor
> > * Media: slices of $500, max up to 4 per sponsor
> > * Individual/Small biz: slices of 100$ up to 3 per sponsor
> Hmmm, this is an interesting schema. Would they get something from
> having more 'slices', or would it just be behind-the-scenes? I'm kind
> of tempted to have more solid numbers that approximate the same things
> instead to make the decision easier for orgs (i.e. 250/1000/2500), but
> you'll probably be doing the actual negotiating so I'll leave it in
> your hands in the end.
> > I am pretty confident we can raise about 5K for this event in the next
> > month.
> Yeah. I think 5k is very attainable if that will be enough. Hopefully
> we can get more and have wiggle-room (and maybe funds left over for
> next year, though thats a fantasy!)
> > Bonus logistic question: What company name are we going to use for
> > checks (I have a few options available, let's discuss)
> I have no strong feelings about this as long as it doesn't *all* end
> up in my name :P
> --
> Jeremy Clarke
> Code and Design | globalvoicesonline.org
Owner / CEO - BackSpaceStudios
Building Better Communities
www.backspacestudios.com
Founder - Board Director
PHUG - Open Source Culture & red5World
www.phug.ca
www.red5world.com
Professor - Seneca College of Applied Arts and Technology
DMA: Digital Media Arts Program
MFD - Media Fundamentals
www.senecac.on.ca
|
