How to Host a Conference/Budget

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The OWASP Conference Budget Planning Tool

Develop the Event Budget

The OWASP Conference Budget Planning Tool was developed to assist in the budget planning process. The tool was originally designed for AppSec conferences but can be used for a conference of any size.

Attendees should be expected to pay their registration fees in advance. This helps provide an accurate picture of the number who will attend because the attendees are more committed to attending. You can consider a slightly higher fee for late registrations or registrations onsite, if your food and facilities planning can handle extra last-minute registrations. Your conference costs should be handled through the Foundation. Sponsorship funds, venue deposits, travel reimbursements, printing, etc will be managed for you. This allows you to focus more on the event content! Contact Us as soon as possible to get this set up. Don't minimize the importance of a detailed accounting of your conference funds. Setting things up right before you begin to receive registrations fees can make things a lot easier during and after the conference.

Things to Consider:

  • Shipment of OWASP products will come out of the conference budget
  • Conferences are expected to provide travel for at least one board member
  • Be sure to budget for fliers, signage and schwag
  • To request general OWASP schwag/promotional merchandise, fill out the Google Form

Profit Sharing for Events (updated for 2015 - see the Discussion page for the original proposal text )

  • Global AppSec Events – 90/10 revenue share (Foundation/Chapter) until the profit target for the event is met, as determined by the Global Conferences Committee and the OWASP Board. This target will be defined based on the annual budget needs for the OWASP Foundation and that past profit history of that Global AppSec event. These budget targets will be finalized within 30 days after the U.S. Global AppSec Event. Any amount above the profit target will be allocated 60/40 to the local chapter. There is no cap on this chapter profit sharing.
  • Global Training Initiative - 90/10 revenue share (Foundation/Chapter) Foundation led and organized events such as global training (https://www.owasp.org/index.php/OWASP_Training_Schedules ) until the profit target for the event is met, as determined by the OWASP Board. This target will be defined based on the annual budget needs for the OWASP Foundation and that past profit history of that Global AppSec event. These budget targets will be finalized within 30 days after the U.S. Global AppSec Event. Any amount above the profit target will be allocated 60/40 to the local chapter. There is no cap on this chapter profit sharing.
  • All other events not classified as one of the Global AppSec Events will realize a 10/90 profit split (Foundation/Chapter). There is no cap on this chapter profit sharing.