Merge pull request #390 from InnerSourceCommons/CiaraFlanagan-patch-1

Update add-a-new-sponsor.md

Author: CiaraFlanagan

.github/ISSUE_TEMPLATE/add-a-new-sponsor.md

@@ -5,50 +5,60 @@ title: Adding [company name] as a sponsor to ISC
 labels: ISC OPS
 assignees: ''
 
----
-Checklist for new Sponsors:
-
 ## Gathering contact details, logos and information from new sponsor
 Once a new sponsor is confirmed, an email address for a key contact will be shared with you by the Executive Director. At this point, you will be in charge of gathering the information needed for ongoing communications, updating the sponsor and content for ISC announcements.
 
 - [ ] Check with the Executive Director if the sponsor will be a Partner or a Supporter of InnerSource Commons.
-- [ ] Go to the Sponsors folder (https://drive.google.com/drive/folders/1thHxyqFYfolfPkp7pe_ZccmyXMedKCEA?usp=sharing) in the Marketing and Outreach Drive.
-- [ ] Save a new copy of the Sponsor Information Doc as 'Sponsor Info [Company Name]. (https://docs.google.com/document/d/118ESzAGnbQB2PkRemAQU0h88zjqMoMBj/edit#heading=h.pjw1t43glwqq) 
-- [ ] Use the template email: 'Template email: Contacting Sponsors to obtain key information for sponsor announcements' in the Sponsor Comms doc (https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing), to make initial contact with Sponsor requesting information. In the email, share the link to the Sponsor Information Doc saved with the sponsor's name.
-- [ ] When the sponsor responds, add their information in the 'Sponsor Contact Details' google sheet (https://docs.google.com/spreadsheets/d/1HVeVCb9V5lk6UfLZ3PZkTGvoYQcro5epmVahsFq7ucE/edit?usp=sharing).
+- [ ] Go to the [Sponsors folder](https://drive.google.com/drive/folders/1thHxyqFYfolfPkp7pe_ZccmyXMedKCEA?usp=drive_link) in the [Social Media & Regular Promotion Drive](https://drive.google.com/drive/folders/1JlNK9Fycoe9JaUVhW-Sof6_KHyfyn-hg?usp=drive_link).
+- [ ] Save a new copy of the [Sponsor Information Template](https://docs.google.com/document/d/118ESzAGnbQB2PkRemAQU0h88zjqMoMBj/edit?usp=sharing&ouid=112227356091295695995&rtpof=true&sd=true) as 'Sponsor Info [Company Name].
+- [ ] Go to [Sponsor Comms - Template for Emails](https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing) and use the template email: 'Template email: Contacting Sponsors to obtain key information for sponsor announcements' to make initial contact with Sponsor requesting information. In the email, share the link to the Sponsor Information Doc you've saved with the sponsor's name.
+- [ ] When the sponsor responds, add their information in the [Sponsor Contact Details](https://docs.google.com/spreadsheets/d/1HVeVCb9V5lk6UfLZ3PZkTGvoYQcro5epmVahsFq7ucE/edit?usp=sharing) google sheet.
 
 ## Update the 'New Sponsor Announcement Slide' for forthcoming announcements on social
-When we post on social, we use a slide welcoming the new sponsor. This slide can be found on our Sponsors folder: (https://drive.google.com/drive/folders/1thHxyqFYfolfPkp7pe_ZccmyXMedKCEA). The slide is used on our announcements on Slack, LinkedIn and on X. It can also be shared on the Executive Director's slack announcement to the general channel. Depending on the size or shape of the logo, the slide may need to be tweaked slightly.
+When we post on social, we use a slide welcoming the new sponsor. The slide is used on our announcements on Slack, LinkedIn and on X. It can also be shared on the Executive Director's slack announcement to the general channel. Depending on the size or shape of the logo, the slide may need to be tweaked slightly.
 
-- [ ] Go to Sponsor Slides: (https://docs.google.com/presentation/d/1KpDdwv_YziTvdl5arFcCCVs31l547VGcOUT9BY96XYA/edit#slide=id.g25531f56050_7_0)
+- [ ] Go to [Sponsor Slides](https://docs.google.com/presentation/d/1KpDdwv_YziTvdl5arFcCCVs31l547VGcOUT9BY96XYA/edit?usp=sharing).
 - [ ] Duplicate the first slide
 - [ ] Update text to either 'Partner' or 'Supporter'. 
 - [ ] Add the new Sponsor's logo to the slide.
 - [ ] Save the file and then download the new slide for future social announcements.
 
 ## Update the sponsors slide for Community Calls and events
-We also use a specific slide that displays all our sponsors. This slide is used at the beginning of all our Community Calls and events and any other recordings. **The updated sponsor slide must be used at the next ISC Community Call or relevant event.**
+We also use a specific slide that displays all our sponsors. This slide is used at the beginning of all our Community Calls and events and any other recordings. 
 
-- [ ] Go to Canva and find the ISC Sponsors presentation (https://www.canva.com/design/DAFB4TbUaCw/b-3uIuKwn4nM2Dxq-KAKRg/edit?utm_content=DAFB4TbUaCw&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton)
-- [ ] Duplicate the first slide
-- [ ] Add the new Sponsor to the slide under the relevant heading (Our Partners or Our Supporters)
+**Once the sponsor has been announced, the updated sponsor slide must be used at the next ISC Community Call or relevant event.**
+
+- [ ] Share the logo (and any branding guidelines about the use of the sponsor's logo) with the person on the team who has responsibility for updating the sponsor slides and ensure that they have enough time to update the slide before the next Community Call.
+
+## Linking in with Sponsors
+If the sponsors do not complete the Sponsor Information Template by the agreed date, send on a gentle reminder and get a sense of when it's possible for them to share the information you're waiting on.
 
 ## Writing announcement content
-An announcement using the 'New Sponsor Announcement' Slide is made on LinkedIn and Twitter. Once that content is posted, the Executive Director (or President) will make the announcement on the general slack channel and include links to the two social posts. This needs to be drafted and signed off before the sponsor's logo and information is added to the website.
+All social content and the slack announcement should be reviewed by the Executive Director in advance.
+
+- [ ] Draft the announcements for the social channels and slack in [Sponsor Announcements - 2023 onwards](https://docs.google.com/document/d/13MwFKCEi7Yfinbn8hyUdJe07ADoNXi6a/edit?usp=sharing&ouid=112227356091295695995&rtpof=true&sd=true)
 
-- [ ] Go to 'Sponsor Announcements' file (https://docs.google.com/document/d/13MwFKCEi7Yfinbn8hyUdJe07ADoNXi6a/edit?usp=sharing&ouid=112227356091295695995&rtpof=true&sd=true).
 - [ ] Start at the top of the document and follow the format of the other sponsor announcements with the: 
 - Month of the Announcement
 - [Company Name]
 - Add Sponsor Announcement Slide
 - Add text for LinkedIn post
-- Add text for Twitter post
+- Add text for X post
 - Add text for Slack channel post
 - Add text for Newsletter
 - [ ] Share content with Executive Director for final sign off
-- [ ] Agree with Executive Director on the schedule for him/her making the slack announcement and when to update the sponsors page on the website.
+- [ ] Agree with Executive Director on the scheduled and **date** for making the slack announcement and when to update the sponsors page on the website.
+
+- [ ] Confirm the date of the announcement with our IT support and/or another member of the ISC Marketing Team so that they can merge your update to the website on schedule.
 
-## Update the Website
+## Day of the Announcement
+On the day of the announcement, complete these tasks in the following order:
+1. Update the [Sponsors](https://innersourcecommons.org/about/sponsors/) page of the website with the new sponsors logo.
+2. Post the announcement on our social channels (LinkedIn, X, etc).
+3. Slack announcement from the Executive Director.
+4. Update the sponsor about the announcements.
+
+### Update the Website
 Follow the steps below to add the sponsor's logo and company name to 'Our Sponsors' webpage (https://innersourcecommons.org/about/sponsors/).
 
 - [ ] Rename the logo file of the new Sponsor as: [company_name].png
@@ -59,21 +69,23 @@ Follow the steps below to add the sponsor's logo and company name to 'Our Sponso
 {{< company name="[company name]" image="/images/logos/[company_name].png" >}}{{< /company >}}
 - [ ] Save your changes and make sure to test the result before creating the pull request
 
-## Update community channels and social media
+N.B. If you're not confident adding a new logo to the sponsors page, let our IT support know and they can provide support.
+
+### Update community channels and social media
 Ideally, the social posts will happen on the same day that the sponsors page is updated. The posts that include the new sponsor announcement slide should be scheduled in the following order:
 - [ ] Create a LinkedIn post tagging the sponsor and relevant key contacts
-- [ ] Create a Twitter post tagging the sponsor and relevant key contacts
-- [ ] Slack post on general channel (which contains the links the LinkedIn and Twitter announcement). The sponsor and their key contacts should also be tagged in this post.
+- [ ] Create an X post tagging the sponsor and relevant key contacts
+- [ ] Add social links to the Slack post and notify the Executive Director that the announcement is ready to be posted on the  general channel. The sponsor and their key contacts should also be tagged in this post (if they are on slack).
 
-## Update new sponsor on Announcements
-- [ ] Use the Template email: 'Notifying Sponsors when announcements go live' in the Sponsor Comms doc (https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing) to notify sponsor that the announcement is live! 
+### Update new sponsor on Announcements
+- [ ] Go to [Sponsor Comms - Template for Emails](https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing) and use the template email: 'Notifying Sponsors when announcements go live'.
 
 ## Include in the next Newsletter
-- [ ] An issue is created every month for topics to be added to the newsletter. Please comment on the issue and mention the new Sponsor. This announcement should be at the top of the newsletter.
+- [ ] An issue is created every month for topics to be added to the newsletter. Please comment on the issue and mention the new Sponsor. The newsletter announcement should be at the top of the newsletter.
 
 ## Update new sponsor on Newsletter Announcement
-- [ ] Use the Template email: 'Notifying Sponsors when announcement is posted in Newsletter' in the Sponsor Comms doc (https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing) to notify sponsor that the announcement is live!
+- [ ] Go to [Sponsor Comms - Template for Emails](https://docs.google.com/document/d/1d6my5hWMBJJFfRaUU0CnAZzmnIcST58HDN6VTgHY7Yc/edit?usp=sharing) and use the template email: 'Notifying Sponsors when announcement is posted in Newsletter'.
 
-## Other things to consider
-- [ ] Is the new sponsor included on the InnerSource in Action Page?
-- [ ] Is the new sponsor providing any services and if so would they like to be listed in the Services Directory?
+## Final tasks after the Announcement
+- [ ] Check in with Executive Director to see if the new sponsor should be included on the [InnerSource Stories](https://innersourcecommons.org/stories/) page.
+- [ ] Check in with the new sponsor to see if they want to be listed in the [Services Directory](https://innersourcecommons.org/community/services/).