A fundraising event (also called a fundraiser) is an event or campaign whose primary purpose is to raise money for a cause, charity or non-profit organization. Events are used to increase visibility and support for an organization as well as raising funds. Fundraising is an essential part of DebConf planning. The Fundraising team has a predefined workflow to follow:
When you contact sponsors make sure to use a @debian.org or @debconf.org email address because it looks more professional than using private email address. @debconf.org email addresses can be created at the request of a member of the global fundraising team.
Each and every action you make with regards to a sponsor should be recorded in the sponsor file. It is a good idea to make sure you understand how the sponsor file format works before doing anything else.
The sponsor file is our main tool so please make sure it is up to date. For each update add a comment that includes the date and your name and gives a short summary of what changed. Diligent managing of these files is a good way to track the work you have done and make sure we don't contact a sponsor twice by mistake or your colleagues are working based on outdated information.
- Check the files in the current year's sponsors-list directory in the git repository in order to see the status of the potential sponsor and addresses
Send an email to the contact and CC email@example.com. This email should include:
- a modified version of the email template for the current year (available in the git repository)
the current year's sponsorship flyer (usually available at https://media.debconf.org/dcYY/fundraising/debconfYY_sponsorship_flyer_en.pdf)
a link to the current year's sponsorship brochure (usually available at https://media.debconf.org/dcYY/fundraising/debconfYY_sponsorship_brochure_en.pdf)
- Update the sponsor file in git following the sponsor file format from above
It's a good idea to contact a potential sponsor another time if they haven't replied to your first email after a month or two. There are different email templates to contact sponsors that haven't committed. Find them in the sponsors git repository. There is a recommended timeline given in the Welcome to fundraising page.
For each update don't forget to update the sponsor file accordingly!
Finalizing the deal
Once the potential sponsor confirms at what tier they want to sponsor us we need to:
- Update the sponsor file accordingly (change status, add tier, amount, write a comment etc.)
- Make sure the invoicing address we have is the right one. If there is no previous invoicing address in the sponsor file, we need to ask for one and add it.
- Ask the sponsor in what currency (and thus by what TO) they want to be invoiced in.
- Make sure the logo we have for them in the logo repository is the right one. If there is no logo, if it's not a logo in a vector format or if the logo has changed, we need to ask for a new one and add it in git.
- Update the logo's .yml file adding the sponsorship level and the sequence number of the sponsor in the current level. The sponsors are shown on the webpage in the sequence in which they committed within their sponsorship tier.
- Make sure the logo link that will be posted on the website is the right one. If there is no link, we need to ask for one and add it in git. We ask for the link as some sponsors prefer to link to dedicated Open Source pages or career pages over just a general link to their homepage.
Create a Merge Request on the current year's website to add the logo and the matching .yml file to the sponsors sub-directory .
Ask the chosen TO to invoice the sponsor. Since TOs have different invoicing workflows, please refer yourself to the How to invoice a Sponsor section for more details.
- Update the sponsor file in git by adding a comment and changing the status when the TO confirms they have received the money.
- Make sure during the conference that all invoices have been sent and all the committed sponsors have paid their invoices.
At the end of the conference
If you have the energy to do this, as part of the fulfillment tasks (TBA) it is nice to send our sponsors a bag containing t-shirts and goodies given at the conference accompanied by a letter thanking them.
This is best done during the conference and not afterwards. It's much easier to pack everything during the conference and to collect the missing contact info.
Note that this is not a requirement and can be skipped if you are overworked.