How to Formulate a Sponsorship Proposal

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					                                              VASFAA
  BOARD - COMMISSIONER - COMMITTEE PLANS & REPORT FORM
                         (Add additional objectives and status reports as needed)

Committee: Development Committee (Sponsor/Vendor)
Commissioner/Board Position: Bill Wendle, Rep-at-Large Organizational Services
Year (e.g., 2005-06): 2007-08
Committee Members:
Dave Deibel, co-chair, ECMC
Frances Pileggi, co-chair, SLXpress
Standard Goal 1: Based on the current political climate surrounding the student loan industry, the
Development Committee was charged with creating a new Sponsor/Vendor policy.

Objective 1 (HOW the committee plans to achieve the stated goal): Meet as needed to formulate a
sponsorship proposal consistent with that of NASFAA’s current policy.

Status Reports of Objective 1 (Please report your progress toward achieving the stated goals – this is
where the committee provides updates to the Board, including any suggestions or modifications to the
goal and/or the Strategic Plan):

Date: July 2, 2007
Report: Dave Deibel, Frances Pileggi, Biz Daniel, and Mike Poma met at the Richmond Office of ECMC
to construct the policy for 2007-08. Keith Wellings and Brenda Burke also attended via conference call.
A proposal was drafted in line with those recently released by NASFAA and SASFAA which did away with
the past lottery system. A plan was developed to offer a one tier sponsorship level of $2,000 with an
additional offer of $1,000 that would secure the potential vendor a “high visibility” location at the annual
conference. The group felt, given the current legislative climate, that the flat fee was appropriate after
analyzing last year’s list of vendor commitment levels. We summarized that, as least for this year, the flat
fee was appropriate since NASFAA and other state associations were using the same model and
approach. Our intent was to divert attention away so much from the conference itself and market the fee
as a payment towards involvement for the entire year in VASFAA once a vendor committed to the $2,000.
The proposal was then sent to President Pat Kelly.

Date: September 13, 2007
Report: President Kelly signed off on the new policy and gave the go ahead to send the offer letter to
potential vendors. The President felt we needed to send the letter as early as possible to provide the
Board with a monetary level of commitment.

Date: February 5, 2008
Report: After a couple sponsors/vendors requested the latitude to provide additional support above the
highest level of $3,000 (base commitment and “high visibility” location at conference), the committee
asked the Board for input. The Board approved accepting additional funds, feeling that sponsors should
be able to provide this additional support to the association.

Objective 2 (HOW the committee plans to achieve the stated goal): Establish an addendum to the newly
created policy that addresses sponsor/vendor requests for refunds.

Status Reports of Objective 1 (Please report your progress toward achieving the stated goals – this is
where the committee provides updates to the Board, including any suggestions or modifications to the
goal and/or the Strategic Plan):

Date: May 9, 2008
Report: Within weeks of the start of the 2008 VASFAA conference, several sponsors/vendors requested
refunds, citing various factors. Because the new policy did not address this issue, it was determined that
no refunds would be granted. With the Boards input, the committee will create a policy to address this
issue in the future.


Standard Goal 2: Submission of Offer Letter to Sponsors/Vendors

Objective 1 (HOW the committee plans to achieve the stated goal): Send Offer Letter to potential
Sponsors/Vendors to obtain their commitment for the 07-08 year.

Status Reports of Objective 1 (Please report your progress toward achieving the stated goals – this is
where the committee provides updates to the Board, including any suggestions or modifications to the
goal and/or the Strategic Plan):

Date: September 21, 2007
Report: Frances Pileggi and Dave Deibel (co-chairs) designed the offer letter which would then be sent to
potential Sponsors/Vendors. We use the sponsorship policy letter that was submitted earlier to the Board
as a guide.

Date: September 22, 2007
Report: Frances used a lost from the Sponsors/Vendors of last year’s conference that she obtained from
the VASFAA web site to send the offer letter. Each vendor was sent the letter via the contact persons e-
mail address listed on the VASFAA web site. A deadline of October 15the was set based on the urgency
expressed by the President for feedback on support for the upcoming year.

Date: September 23, 2007
Report: Frances and Dave met with the Director of Conference Services at the Marriott Newport News to
view Sponsors/Vendors room for upcoming conference. Our goals was to go over room configuration
and design to finalize the number of “high visibility” booths available to potential vendors. It was
determined that the room could accommodate a total of eight “high visibility” booths.

Date: October 16, 2007
Report: Frances sent a reminder letter to those Sponsor/Vendors who had yet to reply to the initial
mailing. No deadline was indicated in this mailing but the letter did express a desire to obtain a
commitment for planning purposes.

Date: November 1, 2007
Report: Frances provided an Excel spreadsheet detailing which vendors have responded along with
their commitment levels. To date, thirteen have responded with a sponsorship level of $2,000. Three
have responded to offer at the $2,000 level with an additional commitment to secure a high visibility booth
at the spring conference. Finally, EdFinancial Services responded that they will commit later this fall at
the $2,000 level as well. At total of $39,000 has been committed to date.

Date: November 15, 2007
Report: Frances and Dave will begin a calling campaign to those Sponsors/Vendors on the VASFAA list
who have yet to respond. Our goal will be to follow up on the initial offer letter to solicit a commitment

Date: April 16, 2008
Report: It was question whether or not advertisement space in the conference program for sponsor
should be allowed. It was determined that give the current sponsorship policy this would not be an
option.

Date: April 21, 2008
Report: Dave Deibel forwarded an e-mail to sponsors/vendors with information regarding the upcoming
conference which included general information such as set up and breakdown times, exhibition times,
shipping materials. The e-mail included a thank you to those sponsors/vendors who had previously
submitted their payment. It also encouraged those who had not yet submitted payment to do so, that it
was not too late.

Date: May 12, 2008
Report: A final list of sponsors/vendors has been posted to the VASFAA Conference Mini Site and will
soon be updated on the Sponsors/Vendors Link on the VASFAA Homepage. VASFAA received
sponsorships from 20 organizations, totaling $47,000 (four thousand above the targeted amount). Fifteen
were at the $2000 level, two were $3,000 with high visibility booths at the conference, one was at $4,000,
and one at $5,000. The last two include high visibility booths. Four of the 20 paid sponsors will not be
exhibiting at the conference.


                                                BUDGET


Item (Broad general categories)                  Cost
N/A                                              N/A

No costs were incurred during the 2007-08 year. No costs are anticipated during the 2008-09 year.
Board Approved Amount: $0
Date: May 14, 2008

				
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