Without the generosity and support of our sponsors, we would not be able to deliver many of the services for the conference. Providing our sponsors with top quality support, excellent communication, and the best customer service is one of our top priorities!
Handling sponsorships is a multi-step process, and we must be very careful to work with each sponsor to ensure they receive all of the benefits of sponsorship they expect in return for their financial support of the event.
Step 1: Sponsor Sign-Up
The first step in the Sponsorship process is for the sponsor to indicate to us that they wish to financially support the conference. The sponsor completes the Sponsorship Sign-Up form, located on the Call for Sponsors page. An email is automatically generated to let conference planners know the sponsor has indicated an interest in sponsoring at a certain level.
Step 2: Organizer’s Approval
Just because a sponsor signs up to support the event does not yet mean they have been accepted as a sponsor of the conference. All sponsorships must be approved by conference organizers to ensure the organizations and individuals supporting the conference are in line with our overall goals and values.
Step 3: Sponsorship Legal Agreement
Following approval of the conference organizers, an email will be sent to the sponsor indicating that they should complete the Sponsorship Agreement document. This is the legal document that records our mutual understanding of what benefits the sponsor will receive related to their level of sponsorship.
Step 4: Sponsor’s Payment
After signing the legal agreement, the sponsor will be redirected to a website where they may submit payment for their sponsorship if the level of sponsorship is less than $1,000.00 USD through PayPal or Google Wallet. For sponsorship levels $1,000.00 USD or more, instructions for generating a bank transfer or mailing a cashier’s check, money order, or corporate check will be included on the page.
Step 5: Sponsor’s Reserved Conference Passes
After payment has been received, the sponsor will receive an email with instructions and a code to register for their reserved conference passes.
Step 6: Sponsor’s Artwork Submission
After the sponsor’s payment has been received, they will receive another email directing them to the page where they can submit their artwork, including the logo file to be displayed on the website, conference banners, kiosks, etc., and their ad for the conference program if applicable.
Step 7: Processing Sponsor’s Artwork
When we receive the sponsor’s artwork, the logos, webpages, and banner graphics for in-world locations must be updated with the sponsor’s logo. In addition, their ad must be checked and prepared for inclusion in the conference program layout.
Step 8: More to come.. still drafting..