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Apr 30, 2011

Sponsorship Plan

Welcome!

We appreciate you taking time to consider sponsoring SQLSaturday #74 and we’ve put together some information that will tell our about plans for the event and show you how your company will benefit from sponsoring our event.

Event Overview

SQLSaturday is a one day free learning event focused on SQL Server that is being organized by the Jacksonville SQL Server Users Group (JSSUG, located at www.jssug.com) and hosted by The University of North Florida. Details of the event can be found at www.sqlsaturday.com and we outline some of the high points below with a focus on sponsors.

We have four goals for this event:

This is the fourth annual SQL Saturday event in Jacksonville and traditionally we’ve seen 400+ registrants. We’re advertising this via SQL user groups (Orlando, Tampa, Sarasota, and Jacksonville), the .Net Users Group (ONETUG, JAXDUG), posts to several local blogs, and mentions in the newsletters of SQLServerCentral.com and SQLTeam.com, and soon a mention in the MSDN Flash newsletter. We’re also working our personal contacts and asking our friends in the staffing community to help us get the word out.

We hope you’ll support this event! Please contact us at sqlsaturday74@sqlsaturday.com.

Our event follows the standard conference model. We have speakers committed to supporting more than 35 sessions across 6 tracks. Most of the sessions will run 60 minutes; our last session of the day will spotlight some of the most popular speakers and topics. Check in will open at 8 am, sessions begin at 9:00 am, we will be providing lunch on site, and we will close out the day around 5:00 pm. There’s also an after event for social networking.

Upon arrival attendees will complete the registration process and receive an event bag containing a full schedule, flyers and other items from sponsors, and two items that will be of particular interest to sponsors. The first will be a set of printed cards with their name and contact information. They will have the option to give sponsors their card in trade for whatever free items you may be giving away, or just to enter a raffle if you’re sponsoring one. This will avoid the delays encountered while people queue to fill out a contact form at your table and it eliminates the inevitable 20-30% loss that results from not being able to read their writing. The second item will be a Sponsor Stampede card. Attendees can earn an extra raffle ticket in the end of day raffle by visiting all of our sponsors (we will provide rubber stamps for you to use to validate the cards).

We plan to conduct raffles hourly at 5 minutes before the hour and each raffle will highlight 1-2 sponsors. Sponsors will be brought to the central area of the event and can draw winners from the list of contact cards they have collected. Once the winners are announced we will mention who the sponsor will be for the next raffle; further incentive for our attendees to come by your table if they have not already.

We will also be hosting an end of day raffle and we hope to gather some larger prizes from our sponsors, things like a Zune or Xbox, free training, Disney tickets, etc. Attendees will earn a raffle ticket for the end of day raffle by completing an event evaluation form and can earn additional entries from various contests throughout the day.

How Much Does It Cost To Be a Sponsor?

Bronze Sponsorship Benefits - $250 prepaid

Silver Sponsorship Benefits (only 10 available) - $500 prepaid

Gold Sponsorship Benefits (only 5 available) - $1000 prepaid

All items to be placed in event bags must arrive at the offices of 400 College Drive Suite 216 Middleburg, FL 32068 no later than April 20, 2011 or locally through Brian Knight (bknight@pragmaticworks.com). Items received after that will not be added to event bags but will be made available to attendees on a table near registration. Ship us the stuff early!

Don’t see a sponsorship plan that quite meets your needs? We’re flexible, contact us and we’ll see what we can work out.

We accept checks or credit cards for payment and all the money goes to putting on this free not for profit event.

All fees must be paid in advance. To register as a sponsor just visit www.sqlsaturday.com and fill out our sponsorship registration form. We’ll email you an invoice that can be paid via credit card or check.

The Raffle – Your Key to Success!

The biggest challenge with community events is capturing contact information for follow ups. Few attendees will have business cards, and having them hand write their info often leads to a 30% or higher loss due to inability to read what they wrote! We provide attendees with a set of pre-printed raffle tickets (see below) that will contain their name and email address; they are then able to put these tickets into the raffle box at each sponsor table to try to win a prize. This gives you 100% readability and 0% loss! It is also more effective than any other technique we’ve seen for trying to capture contact information and that includes scanning their name badge.

Raffle Ticket

 

Because we want you to be successful all of our sponsorship levels include the requirement that you provide a prize of at least $100 in value, and that you provide a full color 8-1/2 x 11 flyers that highlights the prize(s) you are providing for the raffle.

 

We provide the raffle box. We will have one table for all absentee vendors placed in the same areas with our onsite vendors. Raffle ticket collection will proceed through the end of the day. If someone from your team is present we’ll ask them to draw the winning ticket, otherwise we’ll draw the ticket. Attendees must be present to win. If there is a physical prize we’ll give it to them, otherwise we’ll forward you their contact information for you to follow up with (for license keys, etc).

 

After the event we will mail you all the raffle tickets from your box. There may be duplicates; depending on how exciting your prize is attendees may contribute more than one ticket to your box – but that’s a good thing, they are willing to provide you their contact information in return for the chance to win.

Event Logistics

We’ll open the doors to sponsors at 7:30 am. Sponsors will be provided with table and two chairs, and limited access to 110v power (please let us know what you need in advance). Tables will be located in the same area as registration and breakfast to make it easy for attendees to stop by your table. We encourage sponsors to remain on site through at least lunch and if possible to have a representative present at the end of the day to present your prize at the end of day raffle.

Lunch will be provided to sponsors that have registered. Please have everyone from your team that will be attending register at www.sqlsaturday.com so that we can have enough food available.

Contact Us

We hope you’ll support this event! Please contact us at sqlsaturday74@sqlsaturday.com if you have any questions.

 

PLEASE NOTE THE FOLLOWING DISCLAIMER: This is an independently operated local event. The SQLSaturday logo and the website for the event have been provided to the event leader at no cost by the Professional Association for SQL Server (PASS) as a service to the SQL Server community. Local event leaders are not authorized by PASS to negotiate contracts, make commitments, or act on behalf of PASS in any capacity. PASS assumes no liability for issues or problems that may arise from the event at any point in time.