Thank you for your interest in BarCampNYC4.

We plan on staging a two day BarCamp "unconference", an ad-hoc gathering born from the desire for people to share and learn in an open environment. It is an intense event with discussions, demos, and interaction from attendees. The event won't cost attendees, but there is a price: we ask everyone to give a demo, host or with a session/discussion, or help planning the event.

We're busy finding a space, and date for BarCampNYC4.

http://barcamp.org/BarcampNYC4-Needs-a-Space

A complete analysis of the event's budget is still to be determined.  Typically, the venue dictates the scope of the budget.  Example: A University may "co-sponsor" the event by providing meeting and gathering space and forgo the rental fee, however there may be fees associated with security personnel, special a/v and wireless hardware needs.  In this example the school's catering vendor would be required for all food and beverage needs on the premises.

A uniform minimum level of commitment will be request from each sponsor.  The exact amount will be known once we have better visibility into the final budget.  In the mean time, here are the potential budgeted items in question, sponsor benefits, and items for you to take into consideration.

A rough list of budgeted items:

Venue

- Rental fee

- Security

- Rental of a/v equipment

Catering/Food

- Breakfast/Coffee/Tea

- Lunch

- Tableware - Napkins/Plates/Cups/Utensils

- Drinks - water, fruit juice, soda

- Sweets - fruit, snacks, cookies/brownies

Benefits:

- The sponsors brand will be well represented in multiple mediums

- Listed on the event Web site/wiki

- Adjacent to the physical and virtual schedule during the event

- Appear in the RSVP landing page and confirmation email

- Mentioned w/link in every email posted before, during and after the event

- A minimum of one creative Twitter message per day, beginning the day of commitment

- Branding displayed as uniform sized sponsor placard(s) displayed at key location(s) at the event.

- At the beginning and the end of each day (essentially at every large gathering) a special mention of "great thanks to those who made this all happen"

- Slots reserved to meet/present/network with attendees during the event

- Included, where possible, in regional and national media coverage

- Prominent exposure of sponsor's marketing slick during the event

- Full summary details of event feedback survey will be provided

- Last but not least, earn extreme goodwill and the attention of the community

Please note:

- All attendee communications will be handled by the organizers. A mailing list will NOT become available

- All sponsors will received the same level of promotion, regardless of amount of sponsorship

- Sponsors are responsible for supplying all the materials associated with their sponsorship, including all copy/text, uniform sized placard(s) (size and number TBD)

- All signage will be located at the event site only as directed by the Organizers

We are also planning an evening off-site of fun and adult beverages.  This evening will be a higher minimum level of sponsorship and include exposure for the entire event.  Level of sponsorship will be dictated by the venue's location.

We look forward to your involvement, please do let me know if you have any questions. 

Thanks,

BarCampNYC4 Organizers

sponsor@barcampnyc.org

@barcampnyc4