Sponsor
Introduction
Dear Prospective US-RSE 2023 Conference Sponsor,
We are delighted to invite you to join us for the first-ever United States Research Software Engineer (US-RSE) Conference (Chicago, October 16-18, 2023)! This year’s theme is “Software Enabled Discovery and Beyond”.
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.
Topics of interest for this year’s conference include software-enabled discovery, architectures, frameworks, libraries, and technology trends, research data management, reproducibility, and sustainability. We will also explore diversity, equity, and inclusion issues in research software engineering, workforce development, and building a robust and sustainable RSE profession.
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.
Thank you for your consideration, and we look forward to hearing from you.
Sincerely,
Conference General Chairs, Sandra Gesing | Julia Damerow
US-RSE Association
Demographics
The US-RSE Association has members from all over the country, representing a diverse range of research institutions, including academic institutions, national labs, and industry. Our members work in various scientific fields, including but not limited to physics, life science, chemistry, geosciences, engineering, and social sciences.
We expect our first-ever US-RSE Conference to attract around 200 attendees in person, including students, researchers, software developers, IT staff, data professionals, and educators. Our attendees will be a mix of early-career, mid-career, and senior professionals with a shared passion for research software engineering. We anticipate that the majority of attendees will be from academic institutions, but we also expect a significant presence from national labs and industry.
In terms of geographic representation, we expect attendees from across the United States, with a concentration of attendees from the East Coast and West Coast. We also anticipate international attendees. Overall, our attendees will represent a diverse group of individuals with a shared commitment to advancing research software engineering.
Sponsorship Levels
| Level | Platinum | Gold | Silver | Bronze |
|---|---|---|---|---|
| Price | $15K/$10K/$5K | $10K/$7K/$3K | $5K/$3.5K/$1.8K | $2K/$1.2K/$800 |
| Features | Signage with Name/Logo at poster session in high-visibility location Name on conference website and program |
Signage with Name/Logo at poster session Name on website and program |
Name on website and program | Name on website and program |
| Brief talk (3-5 min) at keynote Session sponsor | Brief talk (3-5 min) at keynote Session sponsor | Acknowledged at keynote Session sponsor | Acknowledged at keynote Session sponsor | |
| High-visibility recruitment/exhibition table | High-visibility recruitment/exhibition table | |||
| Logo on SWAG Informational material in conference bags |
Logo on SWAG Informational material in conference bags |
Logo on SWAG Informational material in conference bags |
Informational material in conference bags | |
| (4) Conference registrations | (2) Conference registrations | (1) Conference registration | ||
| 5 Social media post acknowledging sponsorship | 3 Social media post acknowledging sponsorship | 2 Social media post acknowledging sponsorship | Social media post acknowledging sponsorship | |
| 3 emails to attendee list on sponsors behalf (additionally attendees can opt-in to receive emails from sponsors directly) | Email to attendee list on sponsors behalf (additionally attendees can opt-in to receive emails from sponsors directly) | Attendees can opt-in to receive emails from sponsors directly | Attendees can opt-in to receive emails from sponsors directly | |
| Audience | Total ~ 3000
Twitter: 2563 followers, Slack: 1515 members, LinkedIn: 181 followers as of 03/10/2023 |
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Additional Conference Support Opportunities
In addition to the opportunities described above, sponsors at any level have the option to additionally supply materials for the conference (as available):
- Lanyards: Provide attendees with branded lanyards for name badges. Conference organizers will arrange for printing or the sponsor can provide lanyards as an in-kind donation ($400 if conference staff prints, or $0 if sponsor donates pre-printed lanyards).
- Useful swag, such as pens, pads of paper, flyers, and other items may be provided by a sponsor for no additional sponsorship fee and will be included in the conference bags.
- For small businesses or startups with fewer than 30 employees, we may be able to offer customized conference sponsorship opportunities tailored to your specific goals. Please feel free to contact us to explore additional support options.
- Conference dinner
- Travel grants
- Snack breaks
Marketing and Recruitment Opportunities
As a sponsor of the US-RSE 2023 conference, your company/organization will have the opportunity to take advantage of several marketing benefits, including:
- Possibility of sponsored sessions or workshops: Your organization will have the chance to host a sponsored session or workshop during the conference, 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.
- 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.
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 contact@us-rse.org.
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 EDI 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 sponsor-contact@us-rse.org. 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!