JSHeroes 2017 Transparency Report

JSHeroes will be the biggest tech event in Romania dedicated exclusively to JavaScript based technologies. For the first edition, we will host 20 international and local JavaScript experts and we’re expecting between 400 and 500 attendees. The event will take place at Grand Hotel Italia, in Cluj-Napoca, and it’s organized by Cluj JavaScripters, one of the most active JS communities in Europe. To make JS Heroes more than a community event, we’re decided to open-source all information about it.

In this article, we’re going to talk about money. The estimated budget of the conference is 52.030 EUR. Why?

Please check the expenses presented below in order to make an idea of what organizing a conference means in terms of costs (but not only):

Summary:

• Cost — 52.030 EUR
• Profit — 0
• Attendees — 450
• Days — 2
• Speakers — 20

Expenses:

• Staff — 0 EUR (10 volunteers are working to bring to life community`s dream)
• Speakers (flight tickets, accommodation, trip, gift bags) — 11.2 K EUR
• Venue + food & drinks (3 coffee breaks/day + 1 lunch/day for every attendee)- 32 K EUR
• Foto-video services — 1.8 K EUR
• Swag (stickers, badges), Promotional stuff (roll-up) — 1.8 K EUR
• Accounting services — 500 EUR
• 10% Margin (for unpredicted expenses) — 4.730 K EUR

How do we plan to pay for all these things?

• Tickets — after estimating the costs, we’ve calculated the tickets price, so as to cover the conference price but to keep our non-profit scope. As such, we have reached this reality, assuming that we only have 400 tickets sold: 300 Early bird tickets * 99.99 EUR, 100 Regular tickets * 139.99 EUR — Total: 43.6 K EUR
• Sponsors — whose only interest is to help the community grow by paying a fee for a special sponsorship package, recruitment free, with only a few benefits as our purpose is not to get any kind of profit out of this but to get some help to organize a great event) * 2.000 EUR/sponsorship package

Let’s do some wishful thinking and assume there will be some extra amount of money due to sponsorships. What will we do with it?

• We will support some diversity tickets (a few sponsored tickets for some proven passionate developers that by any reason cannot afford)
• We will invite further JS experts to the Cluj JavaScripters Meetups
• We will go and speak about the JavaScript community in Cluj, to other geographic areas (that’s good for business, for all companies)

and many others.

We`ll come up with more updates in the following months on this topic, so stay tuned!