Finance Chair¶

The Finance Chair leads the Finance Committee: the budget, sponsorship end to end, registration money, grants, insurance, and taxes.

Responsibilities¶

Pre-Event¶

Steward the budget sheet: a single guarded spreadsheet owned by the finance lead ("look, don't edit"), with target vs actual per line. Create next year's sheet during the current conference weekend.
Run sponsorship end to end: finalize the prospectus for publication by early October to hit corporate budget season, email it to the sponsor mailing list, clone per-tier contract templates, invoice (net 30, benefits secured only on full payment), and chase payment. See ../runbooks/sponsorship.md.
Sequence dependent orders behind sponsor payment; the lanyard order waits for the lanyard sponsor.
Know prospects' fiscal-year ends; deals close when a prospect's budget is about to expire, so time the ask to their calendar.
File the weekly Pretix accounting report every Monday from about 14 weeks out through conference week.
Open the opportunity grant application about 4 months out, close it around Week -8.5, and review applications in a dedicated special meeting the next day. Comp local ticket-only requests instead of spending grant funds, prioritize accepted speakers, and publish a per-person guidance range. See ../runbooks/grants.md.
Apply for the PSF grant about 3 months out; it requires a published schedule, CoC and policy links, and a budget, and carries an 8-week processing lead. External freezes happen without warning, so earlier is safer.
Buy event insurance through The Event Helper by Week -4.5. This is a hard deadline; keep it headlining the Upcoming Deadlines block so it cannot slip.
Remind vendors that 501(c)(3) status removes sales tax on orders.
Manage both bank accounts (Grasshopper Bank plus the credit union account) and report balances at planning meetings.
Publish the Sponsor KBYG about 5 weeks out and maintain the sponsor marketing sheet with its "Approved To Market?" gate; unpaid sponsors never get a post.

Day of Event¶

Chase final sponsor payments; this reliably runs into conference week.
Confirm sponsors receive their contracted benefits (booth table, pitch slot, shoutouts) and that comped sponsor tickets are actually redeemed; unredeemed comps go unnoticed without a check.
Handle day-of paid swag through Pretix voucher QR codes, not cash.

Post Event¶

Pay final vendor installments (the A/V final installment lands a few weeks after the conference).
Track opportunity grant fulfillment to completion (email sent, funds sent, ticket sent).
Produce the final accounting: revenue, expenses, and profit against the year's goal.
Wrap remaining reimbursements and file taxes.

Relevant Runbooks¶

Past Finance Chairs¶

Year	Name
2019	Jeremy Boyd
2020	Jeremy Boyd
2021	-
2022	Jeremy Boyd
2023	Jeremy Boyd
2024	Jeremy Boyd
2025	Laura Santamaria

Past Sponsorship Chairs¶

Sponsorship ran as a separate chair role through the 2025 cycle before folding into Finance.

Year	Name
2022	Mason Egger
2023	Mason Egger
2024	Mason Egger
2025	Mason Egger