MOU
If you need a Memorandum of Understanding, or MOU, you can use our template. An MOU is a simple document that outlines how two parties agree to work together — it’s not a legal contract, but it helps clarify responsibilities and expectations.
Budget
The organizer will complete and submit the event budget using the standard budget template provided by the Community Team. After submission, a Community Program Manager will review it and either approve it or share notes if adjustments are needed. Common expenses to include are snacks, refreshments, swag, banners, certificates, and internet access.
Additional/Local Sponsors
Need additional funding? You can invite local sponsors to support your event. In return, you can offer perks such as, but not limited to, logo placement on your event website, inclusion in printed materials, or a thank you during the event. Just be sure that sponsorship benefits stay within program guidelines — sponsors should support the event without expecting attendee data or promotional speaking slots. You can learn more here.
Budget Review Call
If needed, a budget review call may be scheduled — during this call, we’ll go over your budget items together.
Receiving guidance
When you have questions, for example, about logistics, budgeting, local sponsors, or certificates, you can post them in the #campusconnect channel on the WordPress.org Slack workspace.
That’s where our group mentorship happens by default. Instead of being paired with just one mentor, you’ll be connecting with a whole community of experienced event organizers and supporters who are ready to share their knowledge and help you plan a successful event.
In some cases, an individual mentor might also be assigned — but most guidance happens right there in the channel, where everyone can learn and support each other.
If you’d prefer one-on-one mentorship, please reach out to your application reviewer to request a mentor.
Creating invoices
To generate a sponsor invoice, you first add a draft sponsor post on your event website and fill in the required information, such as the sponsor name and description. Then, go to the Budget Sponsor Invoices section, click “Add New”, choose the sponsor and currency, enter the amount, and submit the invoice for approval. Once submitted, you can track its status on the Sponsor Invoices page until payment is received. You can find a full guide here.
Asking for reimbursements
If you’ve covered approved expenses out of pocket for your event, you can submit a reimbursement request through the “Budget Reimbursements” section of your site. Be sure you’ve gathered all the vendor receipts, removed any sensitive info (like credit‑card numbers), and saved the request as a draft until you’re done adding purchases. We have a full guide here.
Uploading vendor payments
In addition to creating invoices and requesting reimbursements, you can also ask WordPress Community Support/Central to pay an approved vendor directly (when paying out of pocket isn’t ideal). This is submitted as a Vendor Payment request in the event/site dashboard. You can learn more here.
Register attendees for your event
You are welcome to use your preferred registration system, but your site also includes the CampTix plugin as an integrated option. CampTix lets you create free ticket types, set up a registration page, monitor attendance, and export attendee lists so you can stay organized and plan effectively. Find out more here.