We are thrilled to share insights into our sponsorship process for WordCamp Asia 2025. Whether you are a seasoned sponsor or considering supporting us for the first time, this post aims to guide you through the transparent steps of becoming a sponsor and address any doubts you may have.

Non-Profit Nature of WordCamp Asia 

WordCamp Asia, like all events organised by the official WordPress Community, operates as a non-profit event.  This non-profit nature is a crucial aspect that reflects its mission and values. It ensures that the event remains accessible and affordable, encouraging a diverse group of attendees and contributors to participate and benefit from the collective knowledge and experience shared during the sessions.

Sponsorship plays a vital role in sustaining the non-profit nature of WordCamp Asia by providing essential financial support that underwrites the costs associated with organising such a large-scale event. Sponsors, typically businesses and organisations within the WordPress ecosystem, contribute funds in exchange for visibility and engagement opportunities with the community. This mutual relationship allows WordCamp Asia to offer high-quality experiences without imposing high ticket prices on attendees. The sponsorship packages are designed to align with the non-profit ethos, ensuring that sponsor contributions enhance the event’s value while preserving its accessibility and community-driven spirit.

Sponsor Team Composition

Our sponsorship team consists mostly of dedicated WordPress contributors from various Asian countries. Committed to maintaining the event’s non-profit ethos, the team meticulously selects sponsors whose values align with the community’s principles of open-source collaboration and knowledge sharing. They craft sponsorship packages that not only meet the event’s financial needs but also provide sponsors with meaningful opportunities to engage with attendees and showcase their products and services. Through their efforts, the Sponsor Team ensures that WordCamp Asia remains accessible and affordable while fostering a supportive environment where sponsors and attendees can contribute to and benefit from the vibrant WordPress community.

Application Process

Call for Sponsors: The sponsorship journey begins with our Call for Sponsors, inviting organisations to express their interest in supporting WordCamp Asia 2025.

Application Vetting: We meticulously review sponsor applications through two rounds of evaluation to ensure they align with our community values and meet all requirements. Companies distributing or promoting WordPress derivatives (such as themes and plugins) must comply fully with GPL licensing. 

Notification and Agreement: Selected sponsors will be promptly notified and provided with a sponsorship agreement outlining partnership terms. For applications that are not accepted, we offer constructive feedback and suggest alternative opportunities.

Follow-Up: After acceptance, we maintain proactive communication with sponsors, assisting with any required information, finalising booth logistics, and addressing queries.

WordCamp Sponsorship Rules

The following rules apply to sponsors to ensure a fair and respectful environment.

Sponsors may provide:

• Their name and logo.
• Slogans that are an established part of their image.
• Their brand and trade names (only one brand will be listed on their profile page on our website; even if multiple affiliated brands are mentioned on their bio).
• Multiple sponsor materials at their booth.
• Their contact information (such as telephone numbers, email addresses, and URLs).
• Factual (value-neutral) displays of their actual products.
• Displays or handout materials (such as brochures) with factual, non-comparative descriptions or listings of their products or services.
• Price details, or other indications of savings or value, if factual and verifiable.
• Incentives to purchase or use their products or services, through coupons or discount purchase codes (subject to approval).
• Calls to action (CTA’s) (subject to approval).

Sponsors may not provide:

• Promotional or marketing material containing superlative messages or unprovable claims about the Sponsor, its products, or services
• Claims that WordPress, WordPress Foundation, meetup organisers, WordCamps, or WordCamp organisers endorse or favour a Sponsor or its products or services

Sponsors agree that:

The WordPress Foundation, its subsidiaries or related entities, and WordCamp organisers retain the authority to request and review sponsor materials before the event. They have the right to demand modifications to such materials beforehand, and insist on the removal of materials or cessation of practices that do not meet specified standards during WordCamps or related events.These conditions extend to materials on self-serve swag tables designated as sponsor utilisation.

All sponsors are expected to support the WordPress project and its principles, which include:

• No discrimination based on economic or social status, race, colour, ethnic origin, national origin, creed, religion, political belief, sex, sexual orientation, marital status, age, caste, social class, or disability.
• No incitement to violence or promotion of hate.
• No spammers.
• No unkind behaviour.
• Respect the WordPress trademark.
• Embrace the WordPress licence; if distributing WordPress-derivative works (such as themes, plugins, or WP distros). Any person or business officially associated with WordCamp should give their users the same freedom that WordPress provides, 100% GPL. This compatibility is needed for promotion at WordCamps similar to the guidelines followed on WordPress.org.
• Don’t promote companies or people that violate the trademark or distribute WordPress derivative works that are not 100% GPL compatible.

Sponsorship does not entitle one to speak at an official WordPress event, nor does it alter the WordPress or WordCamp trademark usage policies outlined by the WordPress Foundation. The Foundation and its subsidiaries reserve the right to amend these guidelines and expectations by notifying sponsors in writing at any time.

Selling physical goods at WordCamp is prohibited due to the diverse regulations governing sales and the associated liability risks for the WPCS.

At WordCamp Asia 2025, we believe in fostering meaningful collaborations between sponsors and the WordPress community. Transparency is core to our values, and we strive to make the sponsorship process as clear and straightforward as possible for experienced and new sponsors. We look forward to welcoming you as a valued sponsor and contributing to the continued success of WordCamp Asia.

See you in Manila!