An Official Joomla Event is a local, regional, national or virtual gathering of the Joomla! community for the specific purpose of promoting the Joomla Project. The Joomla Project encourages a growing and vibrant Joomla! community and Official Joomla Events are part of that effort.
To ensure continued protection of the Joomla! name, usage of the Joomla name in an event requires permission and agreement to this charter. In order to arrange or promote your own Official Joomla Event, you simply need to complete two items:
- Fulfill the requirements defined in this charter.
- Submit a your event here on community.joomla.org for official approval.
1. Official Joomla Event Definition
- An Official Joomla Event is an event open to everyone, and the only fee charged should be that necessary to cover costs. An Official Joomla Event should not be used as a commercial enterprise for profit raising purposes.
- The aim of an Official Joomla Event is to provide an opportunity for Joomla! users to meet and learn together. There should be speakers on a wide variety of topics and usually an opportunity for a representative of the Joomla! Project to make a presentation or keynote.
- An Official Joomla Event is an event targeted specifically at Joomla! users and related projects. It is not acceptable to name an event, for example; "JoomlaDay" if other open source projects or commercial products which are not related to Joomla! are featured prominently.
- An Official Joomla Event may be organised on a national, regional, or city basis. Every effort should be taken to not have competing Official Joomla Events in a given geographic location, but there could be several events run concurrently in different regions. . For example JoomlaDay Chicago and JoomlaDay USA should not occur the same weekend. However JoomlaDay USA and JoomlaDay Australia could both run on the same dates.
- An Official Joomla Event can be of any duration - from a few hours through to a multi-day event..
- An Official Joomla Event can be backed up to another third party event, but not combined as part of another 3rd party event and must be clearly separated as an independent event, to avoid confusion that Joomla! Is officially sanctioning the event.
- Examples of existing Official Joomla Events are:
- Pizza, Bugs, and Fun
- Joomla Festival
2. Event Application and Rules
Organisers of an official Joomla event (an event using Joomla in it's name such as: JoomlaDay, JoomlaNight, Pizza Bugs and Fun, etc; are requested to register the event with the Joomla! Events Team. Anyone may submit an application for usage of the name Joomla in their event name.
Applications can be submitted online by clicking here.
The application provides Joomla with details
- to assist with the promotion of your event on the Joomla Events Calendar
- allows the Joomla Events Team to ensure there's not a clash with another event
- provides the Joomla Events Team with information to ensure the event complies with the rules outlined further in this section of the Joomla Events Charter.
2.1 Organizing Teams
Two different teams will not be allowed to organize two Official Joomla Events within the same country/region/city during the same year. Open Source Matters, Inc grants any approved Official Joomla Event exclusive use of the Joomla name for the events in their country/region/city for a period of 12 months starting with the date of their application.
As long as the organizing team approved for any given country/region/city does not violate the rules of this charter it will be granted, upon receipt of a renewal application, permission to organize the next Official Joomla Event in that country/region. If a new organization team wishes to take over responsibility of the following year's Official Joomla Event, the Joomla Events Team will contact the original team to ensure it is not interested in organizing the event. If the original team is not interested, or a renewal application is not sent in on time, then the new team can take over the organization of that country/region/city's JoomlaDay event.
2.2 Official Contact
For each Official Joomla Event’s organization team, there shall be two contacts. One member will serve as the official contact for the Joomla! events team. If this person is not reachable within a period of more than 30 days, the alternative will serve as the official contact, and a new secondary contact shall be named by the organization team.
2.3 Promotion and Marketing
Applications are typically able to be approved by the Joomla Events Team within 28 days of application. Promotion of the event prior to JoomlaDay name usage application approval is not advised.
2.4 Financial Rules
Joomla! Events should not be run in a way that is designed to return a significant commercial profit to the event organisers. An Official Joomla Event might offer associated workshops and other services for a fee to cover the costs of organising the event, but the primary purpose of the event must not be commercial.
Examples of acceptable commercial activities associated with organising your event include:
- Paying the speakers money for their talks.
- Reimbursing speakers for expenses such as traveling, accommodation and production of session materials.
- Providing speakers with complimentary event tickets.
- Paying an event company money for organization.
- Paying your team a reasonable fee to cover the time they spendorganizing the event.
Typically, any surplus funds from the Official Joomla Events are retained by the organising committee to organise future events or may be used by an Joomla User Group who have organised the event to fund other user group activities throughout the year. Larger events may also choose to donate proceeds from the event back to the Joomla! Project and Open Source Matters to support future events and activities for the project. Official Joomla Events should aim to be self supporting. However organizers may request financial support (seed money) from Open Source Matters. This support is not intended to cover all expenses of an Official Joomla Event. Local organizers are responsible for raising funds to cover other expenses. When there is a surplus from the event this seed money is required to be repaid to Open Source Matters, which will allow future events to also access seed funding.
JoomlaDay organizers may seek sponsors to support their event. In general, sponsorships may be sought from any source, however the following limitations apply.
- Sponsorship from firms which have products that are not in compliance with the Joomla! license (GPL) may not be accepted. This is to prevent any association of the Joomla! brand with violations of the license. If you have any questions about a sponsor please contact the events team for assistance.
- All sponsoring firms must be in compliance with Joomla & Open Source Matters Trademark & Licensing policies.
It is up to each organising group to determine whether to charge admission and, if so, how much to charge. Because of the nature of the events, we recommend finding a free or inexpensive location and not to make complex contracts with space providers.
After each Official Joomla Event a financial report must be submitted. At a minimum it should include:
- Number of attendees
- Total expenses
- Total income
- Status of any surplus or deficit
- A list of sponsors
A template for the report is available on the Joomla Event Resources page.
Events can also access event funding up to US$500 (Event reimbursement form).
2.5 Legal Matters
Official Joomla Events are organized and controlled by local event organizers who are solely responsible for all actions and liabilities in association with the event. Neither Open Source Matters nor the Joomla! project is responsible for the actions or expenditures of local organizers. Local organizers are responsible for obtaining all appropriate insurance, permits, and other similar items.
2.6 Support from Open Source Matters and the Joomla Events Team
The Joomla! Project provides support for Official Joomla Events in the following ways:
- Use of the Joomla brand
- Publicity on the Joomla.org family of sites
- Advice and mentoring for organizers
- Arranging for participation by members of Joomla! teams
3 Organization and Structure
Generally an Official Joomla Event should be focused on local people and companies. Make your organization as simple as possible. A highly sophisticated event is not what people expect. Community interaction and collaborative learning should be the focus. The main thing the people are looking for is a place to meet each other in person and to get to know other Joomla! users and contributors.
You are free to determine the topic, range of activities and structure of the day. We suggest you include time for people to talk and chat about what's going on in the Joomla! world, both globally and locally.
Organisers must do as much as possible to put on an event that is accessible to all. This includes providing facilities for those with accessibility needs alongside consulting the Interfaith Calendar alongside their local holidays to ensure that they hold their events away from religious and other holidays that may prevent members of their potential audience from attending.
3.3 Exhibition / paid workshops
During a JoomlaDay event sponsors may pay for exhibition space or clearly labelled presentation slots to help reduce the entrance fee for the audience or expenses for the organization holding the event.
Special interest workshops can be organized and might have a separate fee. One idea is to create one day which includes special workshops or training and charge a higher fee for that day. The income of that day is then used to organize the community day and reduce the entrance fee for everybody or to finance refreshments.
If desired by the organizers, the events team will help to arrange for the participation of a speaker from one of the Joomla! Project teams. This may be a live presentation or maybe via web conferencing. The events team cannot guarantee the availability of speakers. Event organizers may contact potential speakers directly to ask about potential participation. Event organizers are responsible for the costs of any travel for Joomla! team members, though the financial support for Official Joomla Events from Open Source Matters is often used for this purpose.
3.5 Naming Convention
Official Joomla Events follow an established naming convention. For events covering an entire country the name should follow the convention: JoomlaDay [Countryname] is the name of the country and is the recognized country code for the country. For events covering a region in a larger country the naming convention is: JoomlaDay [Cityname] and are the same as above and is the name of the region the event covers. If a city name is appropriate it may be used.
Some examples of names would be:
- JoomlaDay Paris
- JoomlaDay Amsterdam
- JoomlaDay Chicago
- JoomlaDay Boston
- JoomlaDay Vancouver
- JoomlaDay Pune
- JoomlaNight Israel
- Pizza, Bugs, and Fun London
3.6 Logo Usage
An official logo is available for use for JoomlaDay events. A link to this will be provided on acceptance. Any other use of Joomla! logos must be done under the terms in the Joomla! Brand Manual. Any usage on tee shirts or other merchandise must be approved separately.
4 Satellite Events
The Joomla! Events directory will list satellite events from time to time. This enables the project to notify the community of events that do not fit into the category of an Official Joomla! Event, such as cross discipline sprints and hackathons or Open Source Events where Joomla! is represented. Listing of these events is at the discretion of the Events Team, each event will be assessed for entry on its own merit and they will be clearly signposted as satellite events within the directory.
5 Credits & Contributions
This document was written and reviewed by the following contributors:
- Robert Deutz
- Brian Teeman
- Patrick Jackson
- Viviana Menzel
- Todd Woodward
- Abdulkadir Shehu
- SD Williams
- Philip Walton
- Louise Hawkins
 Country Codes: http://en.wikipedia.org/wiki/ISO_3166-1