Staff-Projects/DefCon 27 Event

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Overview

DEFCON 27 Hacking Conference

  • When: August 8-11, 2019
  • Vendor Room Hours are:
    • Aug. 8th - Thursday SETUP ONLY
      • 9 am Vendor Setup Available - 9 pm Room Closes
    • Aug. 9 & 10 - Friday and Saturday
      • Vendors can enter at 9 am
      • 10 am to 7 pm Doors Open to Attendees
    • Aug. 11th - Sunday
      • Vendors can enter at 9 am
      • 10 am - 3 pm Doors Open to Attendees
      • 4 PM Tax Paperwork Due
      • 8 PM Load Out Complete
  • Where: Paris, Bally's, & Planet Hollywood, Las Vegas
  • OWASP Board requested and approved the conference

Three volunteers at the booth at all times

Project Links

Goals

Community Outreach initiative

Lessons Learned

  1. Total Tickets needed = Ask Mike and Harold
  2. Budget for all artwork should not exceed $ 2,000
  3. One t-shirt design
  4. Internet and power not needed for the booth.
  5. Staff should stay at the venue's hotel to utilize the receiving, storage and delivery of booth packages.
  6. Vendor for Stickers Giant Stickers

Milestones

  • 2019-02-28, DONE - Vendor application submitted [Lisa]
  • 2019-03-30, DONE - Granted approval of vendor application by [DEFCON NO confirmation provided just email]
  • 2019-04-01, DONE - Submitted a proposed budget for the event for approval [Lisa]
  • 2019-04-04, DONE - Booth invoice submitted for payment OSD-2318 payment sent ACH April 17, 2019 [Lisa/Mike/Virtual]
  • 2019-06-14, Art Due from Artist [Jon McCoy]
  • 2019-06-14, DONE - Second invoice for balance due t-shirt artwork processed for payment OSD-2502[Approved 6/17/2019]
  • 2019-06-14, DONE - Printer contacted - quote on 1 t-shirt design, 6ft 3 sided tablecloth
  • 2019-06-27, DONE - Final order to the printer including 2 designs, all black t-shirt, and adj qty with shipping info [DONE 6/26/2019 Lisa]
  • 2019-06-28, DONE - Dragongraphics invoice entered for payment OSD-2542
  • 2019-07-01, Final Art selected [DONE- T-shirt approved 6/17/19] HANDOUTS?
  • 2019-07-10, DONE - with Mike for final approval and payment w/Sticker Giant 7/12/2019
  • 2019-07-12, DONE - OSD-2586 3rd invoice for sticker artwork with Mike for approval for payment
  • 2019-07-12, DONE - 7/15 email from Jonathan he will handle creating, printing and shipping HANDOUTS
  • 2019-08-02, DONE - Jonathan received HANDOUTS and will bring them to the table Thursday
  • 2019-08-08, Vendor Room - Vendor Ops table - Mike or Harold have to pick up and sign for ALL badges and distribute. [Janet Whitaker]
  • Volunteers identified - Board Members attending

Badge Plan

*August 8, 2019 - Mike will pick up and sign for all badges 9am on August 8th. Badge pick up is in the Vendor room at the Vendor Ops table - Janet Whitaker should be present.* Jon is staffing the booth. (1 pass came with the purchase of the booth - Jon)

Badges

  1. Conference/Exhibition Pass: Jim Manico VOLUNTEER (badge distributed to Jon)
  2. Conference/Exhibition Pass: Jon - VOLUNTEER (badge distributed to Jon)
  3. Conference/Exhibition Pass: Zoe - VOLUNTEER (badge distributed to Jon)
  4. Conference/Exhibition Pass: Vandi - VOLUNTEER (badge distributed to Jon)

Staff

  1. Conference/Exhibition Pass: Staff/Harold (badge distributed)
  2. Conference/Exhibition Pass: Staff/Mike (badge distributed)

Board Requests (only 4 to share)

  1. Conference/Exhibition Pass: Richard
  2. Conference/Exhibition Pass: Owen (badge distributed)
  3. Conference/Exhibition Pass: Sherif
  4. Conference/Exhibition Pass: Martin (badge distributed)
  5. Exhibition Pass: Ofer - PURCHASED ONSITE (badge distributed)

Leadership

  • Lisa Jones [OWASP Staff]
  • Mike McCamon [Execitive Director of OWASP Foundation - Approval authority]
  • Jon McCoy [OWASP Member [email protected]] requested approval from the board to do the event and received approval for $ 3,500 for artwork. (2018 $2,500 spent on artwork for this event)

Name & URLs

  • Name: DEFCON 27
  • URL: https://www.defcon.org/index.html
  • Cash at the door- $300.00
  • Exhibition Information: Vendors must stay at Bally's or Paris Hotels in order to take advantage of the packaging center for logistical assistance with receiving and picking up vendor booth event materials.
  • 2019-06-27, Janet Whitaker[[email protected]] from DefCon responded that Booth numbers not available yet. They are behind we should find out the first week in July sometime.

Registration is not available. Only accept cash

Budget

Quantity Expenses:
Artwork for t-shirt & stickers $1,500
1 Booth 8X8 $1,100
Power $250 Do not get next year
Internet $400 Do not get next year
Tickets 6 Board & 2 staff $2,700
750 t-shirts & printing (<$8 per) $6,220
1 table cloth (included in t-shirt invoice)
Stickers $819
Flyers estimate - Hand out? (Jonathon completed?)
Est. Packing & Handling fees (included in invoices)
2 Staff travel & expenses $5,000
9 Board Hotel Accommodations $2,400
5 Travel Assistance Grant $1,000 $5,000
25 Global AppSec Vouchers to 1st 25 Woman to donate $20,000
Total $43,394
  • 25 Vouchers for the first women to "make a donation" to the Foundation at our booth. A process will be setup after the event to solicit Travel Assistance Grants for a later conference. The approximate cost of this promotion is approximately $20,000.

T-Shirt Order

NEW DESIGN Men (adjusted to stay within budget)

  • XXXL 20
  • XXL 130
  • XL 185
  • L 185
  • M 50
  • S 10

Women

  • XXXL 5
  • XXL 10
  • XL 10
  • L 10
  • M 5

OLD DESIGN Men

  • XXL 20
  • XL 20
  • L 20

Women

  • XXXL 5
  • XXL 10
  • XL 10
  • L 10
  • M 5

Comparison with last year's information located.

  • John's t-shirt order - Mike would like to adjust in 2020
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