Sponsors

Finding sponsors

Your network is the best starting point. The first sponsors for any meetup are usually people you already know or companies you’ve worked with.

Beyond your network: LinkedIn is useful for finding companies actively hiring for roles that overlap with your community. If a company is looking for Ruby engineers, they may be interested in getting in front of that audience. Companies that reach out to you personally about job openings are also worth approaching: if their location makes sense, offer them a hosting opportunity.

Approaching a company

The most common model for RubyMX is a tech company hosting the event at their offices. The organizers get a free space, and the company gets direct visibility with a room full of relevant developers.

When approaching a company, be specific about what you’re asking. For RubyMX, this is what our brochure document mentions:

  • A room with a projector and HDMI, with seating for 40 to 50 people
  • Access from setup time, at least an hour before doors open
  • Drinks and snacks are appreciated but optional: the organizers can cover that if needed

In return, the sponsor receives:

  • A 10-minute slot to present their company and open positions
  • The closing talk, given by one of their speakers
  • Promotion on your social channels and event materials

Having a written one-pager or brochure makes this conversation easier. It sets expectations upfront and signals that the meetup is organized and professional.

Keep the arrangement in-kind: no cash. Cash introduces tax paperwork and compliance requirements that vary by country and company. It is simpler when the company handles purchases themselves or hires catering directly.

Coordinating with sponsors

Once a company agrees to sponsor, stay in contact. Offer check-in calls as well as async communication, and answer their questions quickly. Early responsiveness builds trust.

A few things to confirm with them:

  • Whether they want to use their own artwork for the event or are fine with your existing materials
  • Whether they have their own registration system or prefer you to manage ticketing
  • What attendee information, if any, they’d like after the event

On that last point: agree upfront on what gets shared. Name, email, and job title are standard and most attendees expect it. The more information you ask for at registration, the more friction you add, and some people will skip registering altogether. Set the sponsor’s expectations before they ask for too much.

Advice for sponsors

Sponsors often ask how to make the most of the event. A few suggestions worth passing along:

For the speaker slot: a technical talk about what the company actually does has more impact than a generic pitch. When a developer shows the kinds of problems they’re solving day-to-day, it attracts talent more effectively than a slide about benefits. People want to know what they’d be working on.

For the 10-minute company slot: a brief intro and any open positions. Keep it focused.

Code of conduct

Make sure the sponsor company is aware of your code of conduct before the event and agrees to follow it. As organizer, be ready to give feedback if the tone or content of their presentation feels off for the room. See the Code of Conduct section for more.