Finance and Sponsorship Committee
Roles
Sponsorship coordinator (mandatory)
- Handle financials and sponsorship inquiries
- Work with PSF accounting team to share updates and budgets
- Work with core team/conference co-chairs to finalize budget
- Keep track of sponsorships income, progress, and deliverables
- Get sponsor info and logo
- Ensure info and logo are on website
- Ensure we deliver promises to sponsor (eg social media posts, recognition, tickets, etc)
- Ensure sponsors get their registration
Processes
The Financing and Sponsorship team is responsible for managing the financial aspects of the PyLadies Con conference, including securing sponsorships, defining the budget, managing finances, and coordinating sponsor-related activities. Their role encompasses the following tasks:
Sponsors Contacts
The Financing and Sponsorship team identifies and establishes contact with potential sponsors for the conference. They research and compile a list of companies, organizations, or individuals who may be interested in sponsoring the event. The team reaches out to these potential sponsors, communicates the benefits of sponsorship, and maintains ongoing relationships with sponsors throughout the conference planning and execution.
List of Possible Sponsors
The team creates and maintains a comprehensive list of potential sponsors for the PyLadies Con conference. They conduct market research and identify organizations or individuals that align with the conference’s objectives, values, and target audience. The team ensures that the list is regularly updated and prioritizes potential sponsors based on their relevance and ability to contribute to the conference’s financial goals.
Define Budget
The Financing and Sponsorship team works closely with the conference organizers and relevant stakeholders to define the conference budget. They consider various factors, such as venue costs, speaker fees, marketing expenses, and logistical requirements. The team ensures that the budget is realistic, aligns with the conference’s goals, and accounts for potential sponsor contributions and other sources of revenue.
Platforms
The team identifies and utilizes appropriate platforms to attract sponsors and showcase sponsorship opportunities. This may include the conference website, social media channels, industry-specific platforms, or direct outreach to potential sponsors. The team ensures that the sponsorship platforms effectively communicate the value of sponsorship, the benefits for sponsors, and the various sponsorship packages available.
Presents for Speakers/Volunteers
The Financing and Sponsorship team may be responsible for sourcing and coordinating presents or tokens of appreciation for conference speakers and volunteers. They identify suitable gifts or gestures that align with the conference’s theme and budget. The team ensures that these presents are provided to speakers and volunteers as a gesture of gratitude for their contribution to the conference’s success.
Finance Management
The team manages the finances of the conference, including sponsor contributions, registration fees, and other revenue streams. They handle sponsor contracts, invoicing, and payments, ensuring that financial transactions are properly documented and recorded. The team works closely with the conference organizers and relevant stakeholders to track expenses, monitor the budget, and provide regular financial updates.
The Financing and Sponsorship team plays a crucial role in securing sponsorships, managing finances, and coordinating sponsor-related activities for the PyLadies Con conference. Their responsibilities include contacting potential sponsors, maintaining a list of potential sponsors, defining the conference budget, identifying sponsorship platforms, coordinating presents for speakers and volunteers, and managing the overall finances of the conference. Through their efforts, they help ensure the financial success and sustainability of the conference while fostering relationships with sponsors and expressing appreciation to contributors.