Difference between revisions of "Schedule for funding any SC Symposium"
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''This guide has originally been prepared by Jakob Berg Jespersen (jakob@iscb.org) - Finance Chair 2015 & 2016'' | ''This guide has originally been prepared by Jakob Berg Jespersen (jakob@iscb.org) - Finance Chair 2015 & 2016'' | ||
| + | ==Before== | ||
The team for SCS may start to assemble, and new people will join/form a symposium committee. | The team for SCS may start to assemble, and new people will join/form a symposium committee. | ||
Before doing to much outreach, it is convenient to have rough plan of which sponsorships are logistically possible. | Before doing to much outreach, it is convenient to have rough plan of which sponsorships are logistically possible. | ||
| Line 17: | Line 18: | ||
It is okay to call companies, just be polite and efficient in your communication: [[Guidance_Document_for_calling_companies]] | It is okay to call companies, just be polite and efficient in your communication: [[Guidance_Document_for_calling_companies]] | ||
| + | |||
| + | Reaching out to companies before the calendar year ends (preferably October or November) can give you a chance to get into an annual budget that is just about to be finalized. | ||
| + | |||
| + | Otherwise, reach out in the beginning of January when the new year and budget opens. | ||
| + | |||
| + | Technically we can take sponsors all the way to the days before the symposium, but having it in place early on, gives companies more time with exposure on our website, and gives the Symposium committee time to work on the product that is being sponsored (eg. [[design of a SCS Tshirt]]) | ||
| + | |||
| + | |||
| + | ==During== | ||
| + | * Make sure to take plenty of photos of everything that has a sponsor involved! | ||
| + | * Go around and personally greet the sponsors and thank the people you have been on the phone with and/or writing with | ||
| + | |||
| + | |||
| + | ==After== | ||
| + | Write up a thank you letter, and include some personalized photos and relevant information to each sponsor ( who got the travel fellowship, best poster, etc) | ||
| + | ask the company if they are already now interested in arranging something similar for next year. | ||
Latest revision as of 13:50, 11 October 2018
This guide has originally been prepared by Jakob Berg Jespersen (jakob@iscb.org) - Finance Chair 2015 & 2016
Before[edit]
The team for SCS may start to assemble, and new people will join/form a symposium committee. Before doing to much outreach, it is convenient to have rough plan of which sponsorships are logistically possible.
Should we have T-shirts, delegate packages, lunch, etc. sponsored? How many sponsors on each item? Are some sponsorships exclusive to a single sponsor?
do we have a logistic limitation to only take one/two sponsors for a 45-min sponsor workshop?
This is good to have in paper, eg. as a Sponsorship Package which could be a comprehensive and professionally looking pdf file.
Purpose is to be taken seriously, make communication to companies efficient, not two double-book an item with two sponsor when only room for one. It can serve as an advantage to have limited spots for certain items in order to provoke companies to think fast and buy a sponsorship early.
We usually do our best to maintain relationships with existing sponsors, so if one company has last year sponsored our SCS Awards we like to reach out to them first with the opportunity to do so again the following year. The recurring sponsors are very important, so keep it professional, be nice, and remind them that we are happy with our continuously ongoing synergy. You may be talking to the same person as the previous 5 symposium organizers, so chances could very well be that they have some prior knowledge to how things were done previously. Take time to make sure no misunderstandings happen.
We have tried to use mailmerge to send out multiple emails with the sponsor packages to many companies at once, this may be efficient, but give a very low return rate. Having the SCS network reach out to connections may be much more efficient, and establishing new connections through a more personalized outreach may be more efficient (personalized to the specific company in an email can make a difference).
It is okay to call companies, just be polite and efficient in your communication: Guidance_Document_for_calling_companies
Reaching out to companies before the calendar year ends (preferably October or November) can give you a chance to get into an annual budget that is just about to be finalized.
Otherwise, reach out in the beginning of January when the new year and budget opens.
Technically we can take sponsors all the way to the days before the symposium, but having it in place early on, gives companies more time with exposure on our website, and gives the Symposium committee time to work on the product that is being sponsored (eg. design of a SCS Tshirt)
During[edit]
- Make sure to take plenty of photos of everything that has a sponsor involved!
- Go around and personally greet the sponsors and thank the people you have been on the phone with and/or writing with
After[edit]
Write up a thank you letter, and include some personalized photos and relevant information to each sponsor ( who got the travel fellowship, best poster, etc) ask the company if they are already now interested in arranging something similar for next year.
