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It's always very important to follow up on potential sponsors. Always check the sponsor's file for status. If they haven't replied to your first email after a month or two, it's always advisably to contact them again.

Don't forget to update the sponsor file accordingly!
=== Finalizing the deal ===

Fundraising


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 flow, of which is not restricted to the following:

  • General resources
  • Initial contact
  • Follow-up
  • Finalizing the deal
  • At the end of the conference
  • Updating the sponsor-table

General Resources

It's at this stage that you request and make available all the resources you will be needing for the fundraising. The resources include but are not limited to the following -

  1. Request access to the mailing list, which has list for the sponsor and budget handling team for DebConf debconf-sponsors-team@lists.debian.org.

  2. Join the Git repository by sending an email to sponsors@debconf.org, with your Alioth info.

  3. Request Tracker (RT) are optional to use, it is where all emails to sponsors go first before it ti sent to the mailing list (also send an email to sponsors@debconf.org if you choose to use it).

  4. The next very important step here is to get your sponsor's file ready. Below is a sample of what a sponsor's file should look like:
    • Name: sponsor name
    • Status: legacy / new / contacted / interested / committed /
      • invoiced / settled / thanked / declined
      Past-Sponsored: dc0, dc1, dc2...
    • Tier: platinum / gold / silver / bronze / supporter
    • Amount: 0,000.00 ZAR / EUR / USD
    • Date-Confirmed: yyyy-mm-dd
    • Date-Settled: yyyy-mm-dd
    • Contact: Name <e-mail>

    • Alt-Contact: Name <e-mail>

    • Debian-Contact: Name <e-mail> (IRC nick) ## NOTE: this is not the owner, see below…

    • Form-Link: http:// ## NOTE: when submitting a sponsorship request through an online form

    • Invoicing-By: SPI, Verein, debian.ch, debian.fr
    • Language: fr
    • Invoice-Address:
      • on indented new line
      VAT-ID: CCddddddddd
    • PO-Number: 00000
    • Logo-Source: dc-logos/
    • TODO: free-form text (may include date and nickname like log messages)
    • yyyy-mm-dd [nickname] log message
    • yyyy-mm-dd [nickname] second log message, after a blank line
      • with extra text on indented new line

Note: From the sample file above, only Format, Name, and Status are required, all other fields can be left out of the file. Also before contacting a sponsor, make sure to contact first the person who's written the last log entry, this person is currently responsible for the potential sponsor. Sponsors names are also not to be mentioned publicly until they have committed.

Initial Contact

1. Always check the sponsors table and 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

2. Send an email to the contact and CC sponsors@debconf.org. This email should include:

3. Update the sponsor table / file in git so everyone in the team are on the same page.

Note: When mailing sponsors, make email shorts, offer to send a link to the sponsor brochure in a second e-mail (to avoid being labeled as SPAM), and even if you have a debconf.org e-mail address, you might be better off sending them from any other account that is not spoofed. The tone of the e-mail to our sponsors is very informal and friendly in nature.

Follow-up

It's always very important to follow up on potential sponsors. Always check the sponsor's file for status. If they haven't replied to your first email after a month or two, it's always advisably to contact them again.

Don't forget to update the sponsor file accordingly!

Finalizing the deal