Re: Minutes of the sponsors meeting held at DebConf 17aug15, 16:00.

Bernelle

On Tuesday, September 1, 2015, Brian Gupta <brian.gupta@brandorr.com> wrote:

Bernelle,

Has any work been done on the document beyond the text? Also, you
mentioned a bikeshedding incident related to the brochure? Is this
resolved?

Do you need outside input to resolve it?

I can not emphasis enough how important the brochure is. We should be
already reaching out to sponsors, and the brochure is essential for this.

Cheers,
Brian

P.S. - Remember perfect is the enemy of good. We need to wrap this up! :)

On Mon, Aug 31, 2015 at 1:51 PM, Bernelle Verster <bernellev@gmail.com> wrote:
> Hi Brian
>
> My apologies for this, I understand the urgency.
>
> I am currently on conference for my work, and will be back in South Africa
> on the 7th of September. I hope to have this done shortly thereafter. It is
> unfortunate but inevitable. I havereceived feedback that the text version
> is not that hard to read.
>
> I am trying to coordinate things from abroad with the designer, but it is
> not as easy as being at home.
>
> Regards
> Bernelle
>
>
> On Monday, August 31, 2015, Brian Gupta <brian.gupta@brandorr.com> wrote:
>>
>> Bernelle,
>>
>> When will a PDF version of the brochure be ready for review? We really
>> need to wrap this up soon, as it's one of the most, if not the most
>> important documents for raising funds.
>>
>> Please note that I haven't reviewed the text-only version as I was
>> expecting you to send the PDF shortly thereafter, and I find the
>> brochure easier to review in it's "brochure" form.
>>
>> This is super important, please send it to the team for review. Please
>> note that it doesn't have to be "perfect", as we're going to provide
>> additional
>> feedback, and in this case we really need to "ship it".
>>
>> Thanks,
>> Brian
>>
>> On Fri, Aug 21, 2015 at 10:57 AM, Bernelle Verster <bernellev@gmail.com>
>> wrote:
>> > Hi all
>> >
>> > We had our first bikeshedding incident and the brochure design is
>> > lagging behind. We hope to have this done shortly. In the interim,
>> > please find the text only version of the sponsors brochure attached,
>> > as requested.
>> >
>> > best regards
>> > Bernelle
>> >
>> > On Mon, Aug 17, 2015 at 5:02 PM, Bernelle Verster <bernellev@gmail.com>
>> > wrote:
>> >> 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?
>> >
>> > _______________________________________________
>> > Debconf-sponsors-team mailing list
>> > Debconf-sponsors-team@lists.debconf.org
>> > http://lists.debconf.org/mailman/listinfo/debconf-sponsors-team
>> >