<div dir="ltr"><div>To the OSGeo Oceania Community and OSGeo Conference Committee</div><div><br></div><div>I'm writing to let you know about the <a href="https://docs.google.com/document/d/1PJzY3AqzBG6m84vcnS1I_IqmocZaPBhTECrKg-b_iXE/edit">process</a> we're using to onboard sponsors for this year's FOSS4G. I've copied the process text below.</div><div><br></div><div>This process has been approved by our local organising committee and by the OSGeo Oceania Board, who are the "responsible entity" who will be signing contracts for venues and so on.</div><div><br></div><div>While this has been approved, we're open to feedback and changes, and if there are significant revisions, we'll go through another round of approval. I do want to flag that we intend on onboarding our first sponsors starting next week, though.</div><div><br></div><div>We're looking forward to delivering a wonderful event in Auckland this year, and to welcoming diverse people from all across the world. And we have a number of sponsors committed already, which gives us confidence the event will be well supported.</div><div><br></div><div>Kind regards,</div><div><br></div><div>Alex and Simon</div><div>FOSS4G Auckland Co-Chairs</div><div><br></div><div><br></div><div><span id="gmail-docs-internal-guid-772ff2b9-7fff-d10b-5614-ec088ca3c426"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:3pt"><span style="font-size:24pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">FOSS4G 2025 Sponsorship Process</span></p><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:6pt"><span style="font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">This document defines the process around which sponsorship will be sought, approved and committed. The FOSS4G 2025 Local Organising Committee (committee) has been delegated authority to run the FOSS4G conference on behalf of OSGeo, and the committee is reporting to the OSGeo Oceania Board (Board) as the responsible entity.</span></p><ol style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Sponsors will be contacted directly using a customer relationship management system that is managed by the sponsorship lead or via routine emails to the mailing list. Sponsors will also be able to find out about sponsorship opportunities on the conference website and via directly accessing the </span><a href="https://drive.google.com/file/d/1eD39UmTijPJju1mvjlVVrJbQNoauN2FL/view?usp=drive_link" style="text-decoration-line:none"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">prospectus</span></a><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">.</span></p></li><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">When a sponsor offers sponsorship, the sponsorship lead will flag this to the committee on Slack and via email.</span></p></li><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Committee members will have one week to raise concerns, and if there are any concerns that are not able to be resolved to the satisfaction of the entire committee, the sponsorship proposal will go to the Board to make a determination on whether or not the sponsorship will proceed. The Board decision will be final.</span></p></li><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Once sponsorship is accepted, the </span><a href="https://docs.google.com/document/d/1lT0xsCb0N8OmSl5Imr6FFensDipJCPi6B4fG1-xgUlw/edit?tab=t.0#heading=h.93lyuro70s2u" style="text-decoration-line:none"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;text-decoration-line:underline;vertical-align:baseline">letter of agreement</span></a><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline"> will be emailed by the sponsorship chair.</span></p></li><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Once the letter of agreement has been responded to, the PCO will invoice the sponsor.</span></p></li><li dir="ltr" style="list-style-type:decimal;font-size:11pt;font-family:Montserrat,sans-serif;color:rgb(0,0,0);background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline;white-space:pre"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:6pt" role="presentation"><span style="font-size:11pt;background-color:transparent;font-variant-numeric:normal;font-variant-east-asian:normal;font-variant-alternates:normal;vertical-align:baseline">Once the sponsor has paid, their logo will be added to the website and they can be recognised appropriately as a sponsor.</span></p></li></ol></span></div><div><br></div><span class="gmail_signature_prefix">-- </span><br><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><font face="verdana, sans-serif"><b>Alex Leith</b><br></font></div><font face="verdana, sans-serif">m: +61 419 189 050</font><div><a href="https://auspatious.com" target="_blank"><font face="verdana, sans-serif">https://auspatious.com</font></a></div></div></div></div>