Minutes of the sponsors meeting held at DebConf 17aug15, 16:00.
Hi all
Minutes of the sponsors meeting held at DebConf below.
The next important actions:
ACTION: Finalise brochure (Bernelle and Tammy), Deadline Friday 21
August, may be done tomorrow already)
ACTION: Send content of brochure to sponsors team (Bernelle)
ACTION: Source 25 (minimum) leads, local companies that may be
appropriate to approach. (To cover ~50% of budget, at least) (DC16
team)
NOTE: The next 10-12 weeks, up until November is the opportunity to
get into this year's budget. (All)
ACTION: Rrefresh who is working on the -sponsors team. (DC sponsors team)
Sponsors BOF - Madrid room.
17aug16
Attending:
Allison Randall (arrived 16:30: video call)
Daniel Lange
Margarita Manterola
Martin Krafft
Christian Salzmann
Clint Adams
Jonathan Carter
Simon Josefsson
Brian Gupta
Bernelle Verster
Giacomo Catenazzi
Moray Allan
Steve Langasek
1. Brochure:
Reviewed by the sponsorship team, then by Debconf team.
ACTION: Bernelle to send draft brochure to Brian
ZAR/USD: 10:1
"Microblog your involvement with your logo on our website." will be
DebConf/Debian pubilicity (there are 6 of us). Local team to get
involved in publicity too.
Childcare: in additional sponsorship opportunities section.
2. Job fair, booth:
May be a challenge in South Africa. Feedback in Germany was very good.
Booths maybe did not work so well. Not properly staffed. Booths need a
better strategy to attract better quality attention. - Drop booths,
not done at DC16. just have a backdrop, static poster, not manned.
Need to deal with Marketing department and/or Recruiting dept.
Alternatively, submit a plan beforehand (only bronze or up). But
feedback from Credativ was not bad.
Bring a booth to the job fair. - Merge the two.
Timing of job fair was perfect. Kris Rose was fantastic. Duration:
1.5h, during Open Weekend.
Job Fair needs to be in a walk through area, central area.
3. Perks discussion:
Idea: Foodtruck branded. Quality assurance is an issue. Consider to be
open 24 hours. The food team to make final decision.
"I don't feel strongly for itemised sponsorship for DebConf"
4. Sponsor leads:
Silver plus coffee, talk them into Gold, for example.
Generally: 50/50 local/global.
Next step: find 25 leads, minimum, local companies that may be
appropriate to approach.
The next 10-12 weeks, up until November is the opportunity to get into
this year's budget.
Do not wait until the final report to send out the brochure. (Email to
past sponsors, working on final report, or send the DC14 report)
(> DC15 report, 8 pages, some quotes, statistics, some images).
Change perks: Logo on bag only for Gold. Silver: logo only on T-shirt.
5. General:
Replacing sponsors table: For DC16 we are replacing the table with
separate files, with simple tools to output what we need?
Problem: Not keeping track of what happened in the past. What happens
with emails back and forwards? Create a personal identity, and have a
concise summary in the CRM.
Historically concerns about follow-through with dealing with sponsors
> need to make a decision about who will be dealing with sponsors.
Introduce the policy of including a BCC. (shared IMAP) 'RT' has been
useful (a searchable email trail).
Most NB thing to know:
1. Have a dedicated person dealing with the sponsor - have accountability.
2. Need a feedback loop, to catch if follow-ups are lacking.
3. Commit to keep track/ a trail of all the relevant information. -> Log entry.
ACTION: Who is working on the -sponsors team?
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