Sponsorship Prospectus

Sponsorship Prospectus

Concept

Write the Docs (https://www.writethedocs.org/) is a three day conference focusing on documentation systems, tech writing theory, and information delivery.

Writing and maintaining documentation involves a multidisciplinary community of technical writers, designers, librarians, typesetters, developers, support teams, marketers and many others. This group of people can be collectively referred to as “documentarians”.

Write the Docs creates a time and a place for this community to share information, discuss ideas, and work together to improve the art and science of documentation.

For too long, people who care about documentation have felt alone in the world, not able to connect with their community. Write the Docs is a magical experience for many of our attendees, allowing them to feel like they have found their place. We believe this is the most important thing that our event can do, and we aim to provide that experience again this year, and make it better than ever.

Demographics

Our audience is primary from companies in the software industry.

Each conference we sell:

  • 80% Corporate tickets
  • 15% Independent tickets
  • 5% Student tickets

For those people, they have a range of job titles. The most common job title is Technical Writer, but we have many other people who attend our conferences:

  • Technical Writers (60%)
  • Developers (10%)
  • Support Staff (10%)
  • Managers (10%)
  • Community Contributors, Enthusiasts & Other Folks (10%)

Why Sponsor

By supporting a Write the Docs event, your company will gain not only visibility and credibility with front-line documentarians, but also valuable insights that will help you get the most out of your own documentation efforts. If you’re hiring for docs positions, Write the Docs is also an excellent opportunity to meet top-notch talent.

We work hard to keep ticket prices affordable for a broad range of attendees. Your sponsorship makes it possible for all sorts of documentarians to attend our events, whether they’re a freelancer, a student or out of work. Becoming a sponsor demonstrates your commitment to and support of good documentation, and the people who build it.

Sponsorship Packages

The following options are suggested sponsorship levels. We are happy to discuss adjustments and custom packages.

First Draft

The First Draft package is only available to startups (under 15 employees), non-profits, and open source organizations.

  • One (1) ticket
  • Small logo & link on the Write the Docs website
  • Name included in welcome announcement in email newsletters and social media
  • Display 1 promotional (“Swag”) item on the conference swag table (provided by sponsor)

The First Draft package costs $900.

Second Draft

The Second Draft package is great for companies looking to hire or promote a product.

  • Two (2) tickets
  • Medium logo & link on the Write the Docs website
  • Name included in welcome announcement in email newsletters and social media
  • Display 1 promotional (“Swag”) item on the conference swag table (provided by sponsor)
  • One featured job posting in our Newsletter (5,000 subscribers)
  • A table at our job fair

The Second Draft package costs $2,500.

Publisher

The Publisher package is great for sending a team and getting to know the community.

  • Five (5) tickets
  • Large logo & link on the Write the Docs website
  • Name included in welcome announcement in email newsletters and social media
  • Display 2 promotional (“Swag”) item on the conference swag table (provided by sponsor)
  • Two featured job postings in our Newsletter (5,000 subscribers)
  • A table at our job fair

The Publisher package costs $5,000.

Patron

Limit 3

The Patron package highlights your company as a force in the industry and community:

  • Ten (10) tickets
  • Small sponsorship booth in the main conference hall
  • Small logo included on videos
  • Full size logo & link on the Write the Docs website
  • Name included in welcome announcement in email newsletters and social media
  • Display 3 promotional (“Swag”) item on the conference swag table (provided by sponsor)
  • Three featured job postings in our Newsletter (5,000 subscribers)
  • A featured table at our job fair

The Patron package costs $9,500.

Keystone

Limit 1 - Sold Out

The Keystone package highlights you as our main community partner:

  • Fifteen (15) tickets
  • Large sponsorship booth in the main conference hall
  • Dedicated table for staff
  • Large logo included on videos
  • Full size logo & link on the Write the Docs website
  • Name included in welcome announcement in email newsletters and social media
  • Display unlimited promotional (“Swag”) item on the conference swag table (provided by sponsor)
  • Five featured job postings in our Newsletter (5,000 subscribers)
  • A featured table at our job fair

The Keystone package costs $17,000.

Other Sponsorship Opportunities

The following a la carte offerings are available either independently or combined with one of the previous packages to increase visibility at the event.

Opportunity Grants

Provide additional money for our Opportunity Grant program, which provides funding for people to attend the conference.

$2,500

Additionally, for $5,000 we will offer exclusive sponsorship of our Opportunity Grant program. Please talk to us about this soon, as this option is removed once we have secured any sponsors for this benefit.

Benefits

  • Your sponsor logo will be shown on the stage during all staff presentations as a grant sponsor (opening, closing).
  • We will mention your company as a grant sponsor on Twitter from the official Write the Docs account

Lanyard

Provide your branded lanyards for our badges. This makes your company name visible to each and every attendee at the conference!

$2,500

  • Logistics: Sponsor is responsible for shipping lanyards to organizers at least two weeks before the event starts.

Writing Day

Sponsor the Writing Day on Sunday, where we get together to help improve the documentation of many projects. This is great for any company that is looking for contributors to their open source projects.

$2,500

  • Logistics: The Writing Day is during the day Sunday.

Inquiries

Please direct all inquiries to our sponsorship team at:

Payment

We expect all invoices to be paid within 30 days of invoice receipt, as many of our expenses must be paid up front.

Run of Show

This Run of Show provides more context about the event and answers some common questions you may have. Please let us know if there is any information missing that would be useful for you.

Sponsorship schedule

  • SUNDAY: The swag tables are available during the Writing Day, if you want to put out swag items early. Sponsor booths are available for setup on Sunday from 10am-4pm, but don’t need people staffing them. You’re also welcome to lead a Writing Day project if your documentation is open source.
  • MONDAY: Doors open at 8am, so we recommend arriving around this time to get the most interaction with attendees. This is the official start of the main conference talks, when sponsors tables will need to be staffed. The conference will run until around 5pm.
  • TUESDAY: The Job Fair will be from 9:30-11:30am, set starts at 8:30am. Sponsor tear down in the main hall will be 4pm on Tuesday. That will be the end of the conference, so feel free to book travel home that evening.

See the full schedule for exact timing details.

Sponsorship spaces

A quick overview of the spaces in the venue that are important:

  • The main ballroom is where talks and most sponsorship activity happens. We will have booths & swag tables set up at the back of the main ballroom. Here is a picture before the attendees showed up.
  • Lola’s Room is downstairs from the main ballroom. This is where the Unconference & Job Fair will happen. Another picture shows the idea.

Sponsorship events

Job Fair

On Tuesday morning we hold our Job Fair, which is a wonderful place to connect with our over 500 attendees. Many of them are looking for jobs now or will be in the near future, so it’s a great chance to talk more about your company culture and open positions.

The room will be set up in a large circle with booths around the outside, allowing for movement of attendees. We recommend not having more than 3-4 people at your booth, as it can be intimidating for attendees. There are 8 booth areas where you can sit and hold longer conversations.

Logistics: You will have a six-foot table and two chairs reserved for your company. Each company that confirms their attendance will have a table reserved for them with their logo on it. Giveaways/flyers are welcome, but please make sure everything fits on your allotted table.

Writing day

On Sunday we hold our Writing Day. This is a place where the community gathers to get actual work done. This generally involved companies hosting a documentation sprint on some piece of documentation that is open source and needs improvements.

If you want to participate in the Writing Day, it helps to do a bit of work up front. The best way to prepare is to have a set of issues that you’ve already picked as “easy for beginners”. Starting with these issues will make it much easier for people to start, and feel productive. Make sure you also have good installation instructions and other helpful beginners content as well.

Logistics: You can email us before the conference, and we will add your project to the website as a project that attendees can work on. You can also introduce your project to attendees at 9:30 on Sunday during the Writing Day Introduction.

How do I get the most out of my sponsorship?

Come prepared to engage with our community, and to learn just as much as you teach. Engage with our event as attendees as well as sponsors. Send technical staff who can chat with people on the interesting things your company is doing, and get value from the vast amount of insight in the room. We do have some decision makers in the room, but soft sells will work better than hard sales in the environment we strive for.

Who is my primary contact?

Eric Holscher will be your primary contact, but our team is available at sponsorship@writethedocs.org. If you have a time sensitive inquiry, please email the entire team to ensure a timely response.

What happens with my “swag” items?

We will have a few “swag” tables that are placed around the back of the main ballroom. This will be where sponsor and community stickers & swag will be located, so that attendees are free to pick it up. If you have a booth, you are also welcome to place swag on the booth.

How do I use my sponsorship tickets?

You should have received a unique URL with a discount code for your sponsorship tickets. We are happy to send it over again, just ask!

How do I use my job postings?

You can post your jobs to our job board. You will be given a discount code that will let you post them for free, please ask us for this if you don’t have it! They will be published in our Newsletter every month, and displayed on our website as well.

What do I need for the job fair?

The job fair will be a low key event. Every participant will have a six-foot table and two chairs, in a separate room from the primary conference. Giveaways/flyers are welcome, but please keep your setup requirements simple.

What are the table sizes? What is included?

The small sponsorship table is a 6’ table, and the large is two 6’ tables. These are not standard conference expo halls, but in the main conference venue, so please don’t bring anything that will need to be hung or expand more than 2 feet beyond the edge of your area. Wifi & Power will be provided.

How do I ship items?

Prior to the event, if you’d like to ship swag, we will send you the mailing address 3 weeks prior to the event. We can’t receive packages before that. Anything sent to us will be available at the venue on the day of the event.

Please ship no more than 5 boxes. We can’t inventory large numbers of boxes before the conference.