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Jun 08, 2013

Sponsorship Plan




We appreciate you taking time to consider sponsoring SQLSaturday Edinburgh #202 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 Edinburgh 2013 is a two-day conference, which will take place in Edinburgh, Scotland on 7th and 8th June, 2013.

We bring in a lot of volunteer community and Microsoft speakers, and the presentations focus on Microsoft SQL Server and related technologies, such as SharePoint.

SQLSaturday Edinburgh 2013 is the first event of its type in Scotland, attracting a growing data and Microsoft SQL Server community audience in Scotland. By holding the training and community event in Edinburgh, we hope to contribute to the local Scottish knowledge and data economy by helping businesses to grow into modern markets by building on traditional ones, such as banking.

Our goal is to promote Scotland as an innovative and entrepreneurial environment to new business, as well as helping the growth of existing Scottish-based business. We also intend to promote diversity by holding a free 'Women in Technology' lunch panel as part of the main Community Day Event, in order to engage the community in people-oriented discussions.

Edinburgh is a beautiful location for a SQLSaturday event, for both sponsors and delegates. Edinburgh is a very cosmopolitan city, and its history is evident from well-known sights such as Edinburgh Castle and Arthur’s Seat. In addition to its history, Edinburgh is a highly cultured city. Right in the centre of the main Princes Street, visitors can enjoy art at Scotland’s Royal Scottish Academy of Art and the National Gallery of Scotland. For architecture enthusiasts, Edinburgh holds everything from medieval tenements right through to 21st Century architecture in the form of the Scottish Parliament. Architecture enthusiasts could even visit St. Margaret’s Church in Edinburgh Castle, which was built in the late 11th Century. Alternatively, visitors can simply stroll to the Castle and take in the view across Scottish countryside, south over the Pentland Hills or even Ben Lomond, on a clear day. Edinburgh was chosen as a location since it is attractive to delegates. Since it is the capital city of Scotland, it is easy for travel purposes by air, rail, bus or road.

It is anticipated that a maximum of 200 people will attend on each day of the conference. It will be held at the University of Edinburgh, John McIntyre Conference Centre, University of Edinburgh, Edinburgh, Scotland. The event will commence at 8.30, ending at 17.30.

The delegates and sponsors have lunch on site. The Sponsor Exhibit area is set within the eating area, in order to promote footfall so that the delegates meet and engage with SQLSaturday Edinburgh sponsors.

The first day of the conference is a Training Day, where delegates are able to pay an affordable £125 exclusive of VAT for a training day with some of the best tutors and practitioners in industry, focusing on Microsoft technologies. There is a separate sponsorship offering for the paid Training Day.

The second day of the conference is a free Community Day, which is funded by sponsorship. SQLSaturday Edinburgh will have two tracks of sessions for the Community Day: Database Administration, and Business Intelligence.

We work hard to make our event a great experience for everyone, and this includes our sponsors that enable us to cover the operational costs of this event.



How Much Does It Cost To Be a Sponsor?

There are a variety of sponsorship opportunities:

* Sponsorship for the Friday Training Day

* Sponsorship for the Saturday Community Day

* Additional Sponsorship Opportunities

Each of these items is listed out below.

Sponsorship for the Friday Training Day

The Training Day will consist of a single training event for 200 people, which is provided to the delegates at an affordable cost of £125 per person, exclusive of VAT.

There is only one sponsor associated and advertised with the Training Day, thereby facilitating maximum exposure with the delegates attending the Training Day.  It is anticipated that this sponsorship will involve:

* Company logo on website and all marketing literature regarding the Training Day

* Leaflets and other marketing materials at each place

* Sponsor can provide one marketing gift to each delegate who attends the Training Day

The cost is available on request.

Sponsorship for the Saturday Community Day

We have a range of packages for the Saturday Community Day, which are listed below. We also have an offering of dedicated sponsorship packages, and these are listed separately after this section.

Sponsorship ranges from £50 upwards depending on the package you select, and we’re always willing to discuss custom solutions to meet your needs.

* Friends Sponsorship. £50 prepaid.

* Bronze Sponsorship. £250 prepaid.

* Silver Sponsorship. £500 prepaid.

* Gold Sponsorship. £1000 prepaid.

For further details please refer to the full sponsorship plan below.



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 PayPal.



Additional Targeted Sponsorship Opportunities


This section contains details of additional Sponsorship Opportunities, which are outside of the Gold, Silver, Bronze and Friends packages. These are one-off specific items, which may be suited to complement and differentiate your organisation from the package offering.

Community Day: An Evening of Scottish Hospitality

Held on the evening of the Saturday Community Day, this is a post-event Scottish-themed event to allow networking, and end the event in a fun way. The event will be held at the event. It is intended that the sponsor work in partnership with the SQLSaturday team to ensure that the sponsor is an active member of a 'Virtual Team' in decisions surrounding the 'Evening of Scottish Hospitality' It is anticipated that this sponsorship will involve:

* Company logo on website and all marketing literature regarding the ‘Evening of Scottish Hospitality' event

* Leaflets and other marketing materials at the table

* Email blast to registered attendees who opt-in for event and sponsorship email

Community Day: SQLSaturday Scotland 2013 Luncheon Sponsor

Your company listed as the sole sponsor of the Lunch on the free community Saturday event. This sponsorship package will involve:

* Company logo on website and all marketing literature regarding the Lunch, for example:

* a ‘Sponsored by… ‘ sign in the Lunch area

* company logo on signs directing delegates to the Luncheon area The lunch itself will consist of a simple Scottish-themed packed lunch including items such as shortbread or oatcakes. A sample menu can be obtained on request.

SQLSaturday Scotland 2013 Speaker Meal

In the SQLSaturday culture, Saturday event speakers and event organisers and volunteers are not renumerated for their time or expenses in presenting at the event. Instead, they are invited to a Speaker Meal on the Friday night before the free Saturday event. It is intended that the sponsor work in partnership with the SQLSaturday team to ensure that the sponsor is an active member of a 'Virtual Team' in decisions surrounding the 'Speaker Meal'. Saturday speakers are a balanced mix of community leaders and new speakers. The Meal involves a three course meal and a half-bottle of wine for each attendee, placed on the table. The Speaker Meal sponsorship package involves the following:

* A ‘Sponsored By..’ literature at each place

* A five-minute presentation by the sponsor prior to the Meal. If the venue allows, a projector and power point will be supplied

* Sponsors can leave one marketing ‘swag’ item at each meal place

Community Day Lunch Event: SQLSaturday Scotland 2013 Women in Technology Panel

In the SQLSaturday culture, there is an option to have a ‘Women in Technology’ Panel event. We intend to have a 'Women in Technology' event in Scotland in order to promote diversity in the technology and data spheres. This is a 30-minute event, which usually takes place during the second half of the lunch break. Topics for discussion are focused on the ‘people’ and ‘career’ aspects of working in technology. Sample topics include ‘How is it possible to negotiate a payrise?’ or ‘How is it possible to attract and retain women into STEM careers?’ The Women in Technology sponsorship package involves the following:

* A ‘Sponsored By..’ literature at each seat

* Sponsor logo on all literature associated with the ‘Women in Technology’ event, including on the website

* Sponsors can leave one marketing ‘swag’ item with each attendee, or arrange a raffle by giving out tickets to attendees only. The prize is then drawn at the end of the ‘Women in Technology’ Panel.

* The Panel ‘host’ will be sure to thank the sponsor at the beginning and the end of the Panel session.


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 have written.

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. Here is an example:

All of our sponsorship levels include the requirement that you provide a prize of at least £50 in value, and that you provide a full colour A4-minimum 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, for example).

After the event we will mail you all the raffle tickets from your box. There may be duplicates – for example, depending on the prize, attendees may contribute more than one ticket to your box. However, 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 one 6 feet by 2 feet 6 inches table and two chairs, and limited access to 240v power (please let us know what you need in advance). Tables will be located in the same area as breakfast, lunch, teas and coffee breaks to make it easy for attendees to stop by your table. We encourage sponsors to remain on site through at least lunchtime, 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 ensure that your team members register at www.sqlsaturday.com so that we can have enough food available.

Contact Us

We are very excited to put on a SQLSaturday event in Edinburgh, and hope you’ll support this event! Please contact us at jen.stirrup@copperblueconsulting.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.


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