Hosting & Sponsoring In-Person Events

We have established a streamlined process for planning in-person meetings and sponsoring events to ensure smooth operations. This process allows everyone to pitch ideas, focus on our goals, and avoid last-minute chaos.

Events and sponsorships fall under the Operations function and align with our communications goals.

Objectives

  1. Elevate and Drive Brand Awareness: Enhance the Foundation's recognition as a leader and innovator in philanthropy.
  2. Showcase Impact: Use engaging and data-informed storytelling to demonstrate the Foundation’s impact and highlight the work of grantees and partners.
  3. Source and Build Partnerships: Develop opportunities with new and existing partners, grantees, potential co-funders, and others.
  4. Cultivate and Strengthen Relationships: Support the mission by fostering relationships with individuals, organizations, partners, grantees, and influencers.

Definitions

  1. Events and Meetings: organized in-person gatherings or activities to achieve the Foundation's specific goals.
  2. Sponsorships: providing financial support, products, or services to another entity, usually in exchange for promotional benefits such as brand visibility, relationship building, etc.

Team members wishing to attend an event not hosted by the GitLab Foundation should follow our standard travel approval process.

Foundation-hosted meetings process

  1. Timing: Contact the Chief Operating Officer when discussions about an event start (ideally two months in advance). Operations may be unable to provide adequate support if less than one month's notice is given. See approval process.
  2. Execution: Operations will partner with the function lead or team member (DRI) to plan the event to assist with preparations, contracting, and other logistics, as well as offer communications support where needed.
    1. Team members (or consultants) should not sign any contract or agreements on behalf of the foundation.
  3. Evaluation: The DRI should share information about the event on a retro within 1-2 weeks after the event and hold a Bi-Weekly Planning call.

Sponsorships

The GitLab Foundation has a small budget line item to sponsor events throughout the year. The process below will guide the team members as they determine and manage sponsorships that align with the Foundation’s mission and provide significant benefits. Sponsorships should be confirmed at least three to four months in advance.

  1. Identification: The communications team identifies potential sponsorships for events that align with the Foundation’s goals. Function leads can also recommend opportunities to the Chief Operating Officer by sending an email or forwarding information about the opportunity, including the purpose/reason for considering it. Opportunities should be identified and shared as soon as possible but not less than three months before the event.
    1. Team members who identify opportunities should speak with their manager.
  2. Approval: The Communications Director, Chief Operating Officer, and CEO will determine if the opportunity is suitable.