We have established a streamlined process for planning meetings/events 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 Director of Operations as soon as discussions about an event start (ideally two months in advance), as Operations may not be able to provide adequate support if less than one month's notice is given.
  2. Approval:
    1. To host a meeting or event, first draft a **brief proposal** outlining the purpose, objectives, budget, and alignment with departmental strategies (e.g., partnerships, communications, programs). This proposal should include the following information available (if known):
      1. Type of event (meeting, coffee hour, dinner, etc.)
      2. Purpose and goals of the meeting or event and alignment with partnerships, programs or communications strategies
      3. Potential dates, locations, venues
      4. Anticipated number of participants, speakers, and impact
      5. Target audience or participants
      6. Estimated budget (coordinate with the CFO to ensure funds are available)
    2. Submit the proposal to the function lead for review and written approval
    3. Function lead and DRI should speak with the Director of Operations to determine if this meeting or event will proceed
  3. Execution: Operations will partner with the function lead or team member (DRI) planning the event to assist with preparations, contracting and other logistics and offer communications support where needed.
    1. Team members (or consultants) should not sign any contract or agreements on behalf of the foundation.
  4. Evaluation: The DRI should share back information of the event on a retro within 1-2 weeks after the event.

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 Director of Operations 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: Communications, Director of Operations, and CEO will determine if the opportunity is suitable.
  3. Agreement and Execution: The Director of Operations will formalize agreements or contracts, outlining expectations, deliverables, and timelines and ensure proper execution and fulfillment of sponsorship.

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 3-4 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 Director of Operations 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 3 months in advance of the event.
    1. Team members who identify opportunities should speak with their manager.
  2. Approval: Communications, Director of Operations, and CEO will determine if the opportunity is suitable.
  3. Agreement and Execution: The Director of Operations will formalize agreements or contracts, outlining expectations, deliverables, and timelines, and ensure proper execution and fulfillment of sponsorship.
  4. Planning: The Director of Operations will inform the sponsored organization and those who are involved and draft a guide for the event to ensure a single source of truth and support planning of adjacent events. Depending on the opportunity, a DRI from the sponsored organization may be assigned to lead as DRI (or for specific elements).
  5. Evaluation: report back on the overall event in the guide linked above within one to two weeks after the event.