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Adding sponsor prospectus
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roelofsaj committed Jan 31, 2025
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Expand Up @@ -16,17 +16,17 @@ We are delighted to invite you to join us for the third annual United States Res

The US-RSE Association is the leading professional community of research software engineering practitioners in the United States. The organization and its members are dedicated to creating research software that is fit for purpose, sustainable over the long-term and reliably developed and supported. Our members come from diverse backgrounds, but we share a common goal: to support and promote the role of research software and research software engineers in driving innovation and solving complex problems.

As a sponsor of the US-RSE Conference, you will have the opportunity to connect with a professional community and interact with talented expertise and leadership in the field of research software engineering. You will also support the advancement of critical research and development efforts across various disciplines and domains. In our 2024 conference, we hosted over 275 attendees, and we were proud to partner with a diverse array of 14 sponsors, ranging from corporations and academic institutions to national laboratories and small businesses. To view our 2024 sponsors, please visit this page.
As a sponsor of the US-RSE Conference, you will have the opportunity to connect with a professional community and interact with talented expertise and leadership in the field of research software engineering. You will also support the advancement of critical research and development efforts across various disciplines and domains. In our 2024 conference, we hosted over 275 attendees, and we were proud to partner with a diverse array of 14 sponsors, ranging from corporations and academic institutions to national laboratories and small businesses. To view our 2024 sponsors, please visit this [page](https://us-rse.org/usrse24/).

In 2025 we are aiming bigger with a maximum capacity of 300 attendees across three full days. In line with our theme of "Code, Practices, and People", topics of interest for this year’s conference include research software applications and packages, software engineering practices such as code review and reproducibility, leadership and management of research software engineering groups, and career support and professional development for the diverse community of research software engineers.

We hope you will consider joining us for this exciting event and supporting the US-RSE community. Sponsorship provides an opportunity to help this expanding field mature and provides a great way to connect your organization with in-demand professional talent. The attached prospectus describes sponsorship options and benefits. US-RSE now also offers organizational memberships, and premier members receive a 20% discount on conference sponsorship. More information on organizational memberships can be found on our website.
We hope you will consider joining us for this exciting event and supporting the US-RSE community. Sponsorship provides an opportunity to help this expanding field mature and provides a great way to connect your organization with in-demand professional talent. The attached prospectus describes sponsorship options and benefits. US-RSE now also offers organizational memberships, and premier members receive a 20% discount on conference sponsorship. More information on organizational memberships can be found on our [website](https://us-rse.org/org-membership/).

Thank you for your consideration, and we look forward to hearing from you.

Sincerely,
Christina Maimone | Curt Hillegas
Conference General Chairs
Sincerely,\
Christina Maimone & Curt Hillegas\
Conference General Chairs\
US-RSE Association

## Demographics
Expand Down Expand Up @@ -62,7 +62,7 @@ In terms of geographic representation, we expect attendees from across the Unite
<td class="tg-0pky">$2K/$1.2K/$800</td>
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<td class="tg-0pky" rowspan="7"><strong>Features</strong></td>
<td class="tg-0pky" rowspan="8"><strong>Features</strong></td>
<td class="tg-0pky">3 Conference registrations></td>
<td class="tg-0pky">2 Conference registrations</p></td>
<td class="tg-0pky">1 Conference registration</td>
Expand Down Expand Up @@ -104,60 +104,63 @@ In terms of geographic representation, we expect attendees from across the Unite
<td class="tg-0pky">Option to host a Lunch and Learn session for an additional fee</td>
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<td class="tg-0pky">Option to host a sponsored session or workshop during the conference for an additional fee</td>
<td class="tg-0pky"></td>
<td class="tg-0pky"></td>
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<td class="tg-0pky"><strong>Audience</strong></td>
<td class="tg-0pky" colspan="4" style="text-align:center"><strong>Total</strong> ~ 3000
<p><strong>Slack: </strong>2739 members, <strong>X/Twitter: </strong>2728 followers, <strong>Mastodon: </strong>430 followers, <strong>LinkedIn: </strong>710 followers (as of 01/24/2025)</p></td>
<td class="tg-0pky" colspan="4" style="text-align:center">
<strong>Slack: </strong>2739 members, <strong>X/Twitter: </strong>2728 followers, <strong>Mastodon: </strong>430 followers, <strong>LinkedIn: </strong>710 followers (as of 01/24/2025)</td>
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<td class="tg-0pky">*Small corporate organizations are those with 20 or fewer employees</td>
<td class="tg-0pky"></td>
<td class="tg-0pky" colspan="4" style="text-align:center">*Small corporate organizations are those with 20 or fewer employees</td>
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Additional Conference Support Opportunities
## Additional Conference Support Opportunities
In addition to the opportunities described above, sponsors may also (as available):
Provide attendees with branded lanyards for name badges.
Provide useful swag such as pens, pads of paper, flyers, and other items; these will be included in the conference bags with no additional sponsorship fee.
For Gold, Platinum, and Silver sponsors with an additional fee, your organization will have the option to host a Lunch and Learn session about a topic of your choosing that will be open to all attendees during lunch one day of the conference. Note that there is limited availability for these sessions, and they will be offered on a first-come, first-served basis. The available room has capacity for approximately 40 attendees.
For Platinum sponsors with an additional fee, your organization will have the option to host a sponsored session or workshop during the conference for an additional fee, which will give you a platform to showcase your products, services, career opportunities, and thought leadership in front of a highly engaged and targeted audience. In order to ensure space in the program for this session, the deadline to request this benefit is July 1, 2025.
* Provide attendees with branded lanyards for name badges.
* Provide useful swag such as pens, pads of paper, flyers, and other items; these will be included in the conference bags with no additional sponsorship fee.
* For Gold, Platinum, and Silver sponsors with an additional fee, your organization will have the option to host a Lunch and Learn session about a topic of your choosing that will be open to all attendees during lunch one day of the conference. Note that there is limited availability for these sessions, and they will be offered on a first-come, first-served basis. The available room has capacity for approximately 40 attendees.
* For Platinum sponsors with an additional fee, your organization will have the option to host a sponsored session or workshop during the conference for an additional fee, which will give you a platform to showcase your products, services, career opportunities, and thought leadership in front of a highly engaged and targeted audience. In order to ensure space in the program for this session, the deadline to request this benefit is July 1, 2025.

If your organization is considering sponsorship but doesn't find the traditional tiers listed above a good fit, please contact us! We'd be happy to discuss alternative options that may be available, such as:
Hosting an off-site social event, independently or in conjunction with another sponsor. Our Local Logistics Chair can work with you to identify a suitable space and event type.
Sponsoring our event photographer to provide candid shots throughout the conference as well as professional headshots available to all attendees.
Providing refreshments for a welcome reception on Sunday evening or the evening poster session, open to all attendees.
Supporting our Student Program by sponsoring a student attendee or providing refreshments or transportation for an event.
Marketing and Recruitment Opportunities
* Hosting an off-site social event, independently or in conjunction with another sponsor. Our Local Logistics Chair can work with you to identify a suitable space and event type.
* Sponsoring our event photographer to provide candid shots throughout the conference as well as professional headshots available to all attendees.
* Providing refreshments for a welcome reception on Sunday evening or the evening poster session, open to all attendees.
* Supporting our Student Program by sponsoring a student attendee or providing refreshments or transportation for an event.

## Marketing and Recruitment Opportunities

As a sponsor of the US-RSE’25 conference, your company/organization will have the opportunity to take advantage of several marketing benefits, including:
Visibility on our website and promotional materials: Your organization's logo, along with a brief description and link to your website, will be featured on our conference website and in our promotional materials, including social media posts and email blasts.
Recognition in our conference program: As a sponsor, your organization will be recognized in the conference program, which will be distributed to all attendees and will feature information about the schedule, speakers, and other important details about the event.
Networking opportunities: Our conference provides ample opportunities for networking and engaging with attendees, including coffee breaks, receptions, and other social events. As a sponsor, your organization will have a prominent presence at these events, allowing you to connect with attendees and build relationships with potential customers and partners.
* **Visibility on our website and promotional materials**: Your organization's logo will be featured on our conference website and in our promotional materials, including social media posts and email blasts.
* **Recognition in our conference program**: As a sponsor, your organization will be recognized in the conference program, which will be distributed to all attendees and will feature information about the schedule, speakers, and other important details about the event.
* **Networking opportunities**: Our conference provides ample opportunities for networking and engaging with attendees, including coffee breaks, receptions, and other social events. As a sponsor, your organization will have a prominent presence at these events, allowing you to connect with attendees and build relationships with potential customers and partners.


US-RSE Code of Conduct
All conference participants must follow the US-RSE Association Code of Conduct, including during evening events and after the conference. If any participant observes a violation of the Code of Conduct, they should immediately report it to the conference organizers at [email protected].
## US-RSE Code of Conduct
All conference participants must follow the US-RSE Association [Code of Conduct](https://us-rse.org/about/code-of-conduct/), including during evening events and after the conference. If any participant observes a violation of the Code of Conduct, they should immediately report it to the conference organizers at <[email protected]>.

We value a safe and inclusive conference environment for all participants and appreciate everyone's cooperation in maintaining a positive atmosphere.
Terms and Conditions
Payment Terms: Sponsorship fees are non-refundable and must be paid in full upon receipt of the invoice. Sponsorship benefits will be confirmed and granted only after receipt of full payment.
Sponsorship Benefits: The availability of sponsorship benefits is subject to the conference organizers' discretion and will be granted on a first-come, first-served basis. The conference organizers reserve the right to modify the sponsorship packages or benefits at any time.
Sponsorship Materials: Sponsors are solely responsible for providing their logos and other promotional materials in the required format and by the specified deadline. The conference organizers will not be liable for sponsor-provided materials' errors or omissions.
Compliance with Laws and Regulations: Sponsors agree to comply with all applicable laws, regulations, and industry standards. The conference organizers reserve the right to reject or cancel any sponsorship for any reason, including non-compliance with applicable laws, regulations, and the US-RSE Association Code of Conduct.
Liability: The conference organizers shall not be held liable for any damages or losses arising from the sponsorship or participation in the conference.
Acknowledgment: Sponsors acknowledge that they have read and agree to the terms and conditions outlined in this Sponsor Prospectus document.
Agreement: By submitting payment for a sponsorship package, sponsors agree to abide by the above terms and conditions.
Diversity, Equity, and Inclusion (DEI): The conference organizers are committed to promoting diversity, equity, and inclusion (DEI) principles throughout the conference as stated in US-RSE DEI Mission Statement. Sponsors are expected to comply with these principles and refrain from engaging in any discriminatory practices or behaviors. The conference organizers reserve the right to reject or cancel any sponsorship that violates DEI principles, contrary to the conference's mission to promote diversity and inclusion.
Contact Information
For any inquiries or questions about sponsorship opportunities, please get in touch with us at [email protected]. Our team will be happy to provide you with more information and work with you to find the sponsorship level that best fits your needs. Thank you for considering sponsoring the US-RSE Association!

## Terms and Conditions

1. **Payment Terms**: Sponsorship fees are non-refundable and must be paid in full upon receipt of the invoice. Sponsorship benefits will be confirmed and granted only after receipt of full payment.
2. **Sponsorship Benefits**: The availability of sponsorship benefits is subject to the conference organizers' discretion and will be granted on a first-come, first-served basis. The conference organizers reserve the right to modify the sponsorship packages or benefits at any time.
3. **Sponsorship Materials**: Sponsors are solely responsible for providing their logos and other promotional materials in the required format and by the specified deadline. The conference organizers will not be liable for sponsor-provided materials' errors or omissions.
4. **Compliance with Laws and Regulations**: Sponsors agree to comply with all applicable laws, regulations, and industry standards. The conference organizers reserve the right to reject or cancel any sponsorship for any reason, including non-compliance with applicable laws, regulations, and the US-RSE Association [Code of Conduct](https://us-rse.org/about/code-of-conduct/).
5. **Liability**: The conference organizers shall not be held liable for any damages or losses arising from the sponsorship or participation in the conference.
6. **Acknowledgment**: Sponsors acknowledge that they have read and agree to the terms and conditions outlined in this Sponsor Prospectus document.
7. **Agreement**: By submitting payment for a sponsorship package, sponsors agree to abide by the above terms and conditions.

## Contact Information

For any inquiries or questions about sponsorship opportunities, please get in touch with us at <[email protected]>. Our team will be happy to provide you with more information and work withyou to find the sponsorship level that best fits your needs. Thank you for considering sponsoring the US-RSE Association!

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