Budget and Finance
Budget and Finance
The DEFNA Treasurer generally oversees the budget.
- Create and track the yearly conference budget, including:
- Ticket pricing and sales
- Catering costs
- Hotel costs and booking
- Swag costs
- Video costs
- Other costs as they arise
- Issue ticket refunds as needed and in keeping with conference refund policy
- Pay vendors
- Manage invoicing for sponsors
Setting a bugdet
Consider these costs:
- Venue rental
- Catering (see DEFNA's post on estimating a catering headcount; this is by far the largest expense)
- A/V
- Projectors for tutorial rooms and presentation rooms
- Microphones: 1 per presenter + 1-2 for introductions and Q&A
- Hardware to connect laptops to projectors
- Video recording
- Live captioning
- Website redesign
- Opportunity Grants (We usually get $20,000 from DSF, PSF, and DEFNA)
- Swag ($5,000)
- Stickers
- Tote bags
- Speaker / organizer gifts
- Photographer ($3,000-6,000)
- Misc ($1,000)
- Bathroom baskets
- Registration supplies
Budget Checklists
- Brainstorm fun ideas
- Determine budget for design
- Determine budget for website
- Determine budget for Opportunity Grants
- Determine budget for recording
- Determine budget for photographer
- Determine budget for swag
- Determine budget for t-shirts
- Determine budget for the opening reception
- Determine budget for child care
- Determine budget for accessibility enhancements (live captioning, bathroom baskets)
- Review budget with the DEFNA board
- Enter all DjangoCon US expenses
- Sign contracts with vendors
- Photographer
- Venue/Caterer
- Recording team
- Live captioner
- Child care provider
- Allocate Opportunity Grants