[Oceania-Board] FOSS4G 2025 Sponsorship Process

[Alex Leith]

To the OSGeo Oceania Community and OSGeo Conference Committee

I'm writing to let you know about the process
<https://docs.google.com/document/d/1PJzY3AqzBG6m84vcnS1I_IqmocZaPBhTECrKg-b_iXE/edit>
we're using to onboard sponsors for this year's FOSS4G. I've copied the
process text below.

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.

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.

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.

Kind regards,

Alex and Simon
FOSS4G Auckland Co-Chairs


FOSS4G 2025 Sponsorship Process

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.

   1.

   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 prospectus
   <https://drive.google.com/file/d/1eD39UmTijPJju1mvjlVVrJbQNoauN2FL/view?usp=drive_link>
   .
   2.

   When a sponsor offers sponsorship, the sponsorship lead will flag this
   to the committee on Slack and via email.
   3.

   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.
   4.

   Once sponsorship is accepted, the letter of agreement
   <https://docs.google.com/document/d/1lT0xsCb0N8OmSl5Imr6FFensDipJCPi6B4fG1-xgUlw/edit?tab=t.0#heading=h.93lyuro70s2u>
   will be emailed by the sponsorship chair.
   5.

   Once the letter of agreement has been responded to, the PCO will invoice
   the sponsor.
   6.

   Once the sponsor has paid, their logo will be added to the website and
   they can be recognised appropriately as a sponsor.


-- 
*Alex Leith*
m: +61 419 189 050
https://auspatious.com
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