In some places, it can be difficult for WordPress Community Support, PBC, to pay WordCamp vendors directly. To support these WordCamps, the global sponsorship amount is sent to the organizing team, who then runs funds locally. These teams are required to provide a budget transparency report within a month after the event is wrapped up. The report consists of a collection of documents that outline the use of funds (details).
Why Transparency Report is Important
It’s really important for the WPCS to have reports about how WordCamp funds are used. Firstly, it is important that community and sponsor funds are appropriately spent and in service of the WordPress community! Second, as a public benefit corporation, WPCS is required to submit regular financial and operational reports to maintain its status.
Transparency Report Reminder & Follow-ups
After the WordCamp, the organizing team that runs funds locally receives a reminder to submit the transparency report. If one isn’t submitted over two weeks, a Community Deputy or Mentor will reach out to see if the team needs additional support. If a WordCamp organizing team still does not provide a satisfactory transparency report within the specified deadline, the team member(s) may face serious consequences, such as:
- Account suspension: The WordPress.org and Slack accounts may be suspended for violating the Community Code of Conduct.
- Report to local authorities: WPCS may report the case to the local authorities for misappropriation of funds.
- Suspending future events: The local community may be suspended from organizing or participating in any future WordCamp or WordPress events until they rebuild trust with the community.
Incident Report: Misappropriation of WordCamp Funds describes one example of a transparency issue in the past.
Community Team Deputies and WordCamp Mentors are here to support organizers throughout this process.
The Community Team is Here to Help
We understand that budgets are hard! Even if the transparency report takes longer, organizers who work with the Community Team in good faith will not be subjected to these consequences. I want to emphasize that nobody wants anyone to come to the consequences described above. If you need any assistance or clarification, please contact your mentor or [email protected].