The following is an example of an email I've sent to a potential sponsor... This is to a guy I've known online for the last two years, so it's fairly friendly/informal...
We're still looking for sponsors to help make BarCampMilwaukee6 happen.
It'll be at Bucketworks on Saturday, Oct. 1st, and Sunday Oct. 2nd, 2011 (and there will be a pre-party Friday night at AJ Bombers.)
We typically ask for anywhere from $100 to $250 from sponsors, though we also accept some in-kind sponsorships, and there are meal sponsorships available as well.
(Many companies use money from their advertising budget to cover it.)
We will place your logo and link on our web site, where it will probably remain for 9 months. We'll also mention/thank you at the event, and include your name on any printed material.
If we are able to print t-shirts this year, your name will also be on the back of the shirt. (Printing shirts will depend upon acquiring enough funding. We've done it the past 5 years, so we're really hoping to do it again this time.)
And as for BarCampMilwaukee? It's been going on since 2006, and as a technology "un-conference" or "user-generated" conference, where the attendees are the presenters, and everyone needs to be teaching, or learning, or somehow adding value. Even the "technology" part is a bit loose. (Though I think there's technology in everything.)
We do not allow any sales pitches, but you can pitch your ideas or talk about your passions. The Saturday Night Lightning Talks are a great time to voice your opinion.
If you have printed material or swag to hand out, we will provide a table for sponsors to do that.
BarCamp is a blast... it's 30 straight hours on the Southeastern Wisconsin's nerds/geeks/techies doing their thing, networking, and learning.
It would be great to have you be a part of it!
Oh, also... Bucketworks is the fiscal sponsor, and their non-profit status allows your donation to be tax-deductible. If you sponsor at $250 they will provide a letter stating so. (You can donate less, you just won't get a letter... I donated $100 myself.)