Sponsor Team Tasks
Japanese version is available here
This is a daily report published by @nishimotz, the Chair of PyCon JP 2025, in a personal capacity.
PyCon JP 2025 will be held at Hiroshima International Conference Center on September 26-27.
We are recruiting organizing members. Please apply through the Organizing Member Application Form.
I have compiled the activity policies and tasks for the Sponsor Team.
Aspirations for the Sponsor Team
PyCon JP 2025 will be held in Hiroshima, away from Tokyo for the first time. In this new challenge, the role of the Sponsor Team is extremely important. Below are the aspirations I would like to entrust to the Sponsor Team.
Sponsor Participation from Across Japan and the World
At PyCon JP, we have created opportunities for sponsor companies to promote their products and services, strengthen their recruitment branding for Python engineers, and build mutually valuable relationships. Even though it’s not being held in Tokyo, I expect that we can create valuable opportunities with sponsor companies, just as we have in past PyCon JP events. Let’s design sponsor plans and operations that can provide the same or greater value in Hiroshima, our new venue.
Challenging New Approaches
I hope the Sponsor Team will enjoy exploring unique promotional methods with sponsors who are seeking innovative approaches. By co-creating sponsor initiatives that leverage Hiroshima’s unique characteristics with unconventional ideas, we can provide fresh experiences for both sponsors and participants.
Addressing Challenges Associated with the Venue Change
Holding the event in Hiroshima is a new challenge, and different issues may arise compared to Tokyo. It’s important to carefully address region-specific challenges, such as weather impacts on transportation, and learn from past experiences. Let’s consider risk countermeasures and prepare alternatives to ensure sponsors and participants can attend with peace of mind.
Developing Sponsors from Hiroshima and Neighboring Regions
We would like to receive support from companies and organizations with connections to Hiroshima as new sponsors. For local companies, this is an opportunity to promote themselves globally and potentially recruit remote engineers living in regional areas. By developing sponsors rooted in the region, we can deepen the significance of holding PyCon JP in Hiroshima.
Thorough Research and Planning
At the planning stage, I recommend carefully researching feedback from past sponsors, interesting case studies from technical conferences held in regional areas, and information about conference support that sponsor companies consider successful. It may also be effective to conduct interviews with potential sponsor companies during the planning phase. Based on this information, let’s design sponsor plans that maximize the unique value of holding the event in Hiroshima.
Emphasis on Transparency and Integrity
Transparent decision-making and integrity towards all stakeholders, including participants and sponsors, are fundamental values for our operations. Let’s ensure we keep our promises to sponsors and strive to provide value beyond their expectations.
Responding from the Sponsor’s Perspective
As Chair, nishimotz has experience sponsoring events and conferences as a representative of a small corporation. Many sponsor representatives have multiple options for support. Once they decide to support an event, they respond to requests from organizers despite their busy schedules. They want to receive necessary information at the right time, approach the event day with confidence, and achieve satisfactory results. As Chair, I will support the Sponsor Team to ensure sponsor representatives can have this experience.
It’s also important to provide appropriate information and support so that sponsor companies can understand and comply with the code of conduct. Please refer to the PyCon JP 2025 Organizer Training Materials. Let’s clearly communicate PyCon JP’s values and appropriate ways to interact with participants in advance to create an environment where sponsor companies can participate with confidence.
Sharing the Concept
Recognizing that Python is now widely used by programming beginners, we will plan and manage PyCon JP 2025 to make it more interesting and accessible to people who have never participated in PyCon JP before.
We will communicate this PyCon JP 2025 concept to sponsors as well.
Promoting Interaction Among Sponsors
Let’s devise ways to provide opportunities for networking and information exchange among sponsors. By promoting networking between sponsor companies, PyCon JP becomes a valuable venue for business as well, leading to continued support.
I hope the Sponsor Team members will keep these aspirations in mind as they work to build relationships with sponsors supporting PyCon JP 2025.
Tasks
March 2025
- Compile a budget proposal in collaboration with the Chair Team.
- Consider sponsor Lightning Talk slots in collaboration with the Program Team.
April 2025
- Determine venue usage and scheduling for sponsor activities on the event days.
- Consider sponsor-oriented plans and sponsor booth events.
- Consider special sponsors. There have been precedents for beer, drinks, breakfast, and sprint venue provision sponsors.
- Create sponsor package materials.
- Hold a sponsorship information session.
- Determine sponsor ticket allocation plans in collaboration with the Participant Management Team.
- Announce the sponsor package information session and the start of sponsor recruitment in collaboration with the Public Relations Team.
- Determine the details of sponsor fee billing in collaboration with the Chair Team (Accounting).
- Determine sponsor booth allocation plans and recruitment (announcement) policies in collaboration with the Venue Team.
May 2025
- Begin sponsor recruitment.
- Respond to sponsor applications.
- Collect sponsor information (logos, company descriptions, etc.).
June 2025
- Compile sponsor information for website publication in collaboration with the Public Relations Team.
- Introduce sponsors on social media and blogs in collaboration with the Public Relations Team.
July 2025
- Address facility usage plan submissions and venue site visits from a sponsor support perspective.
August 2025
- Compile sponsor information necessary for preparing production materials.
- Provide tickets for sponsors.
- Finalize sponsor booth arrangements.
- Provide information necessary for sponsors to prepare for setup the day before and for the event day.
- In 2024, sponsor office hours were held weekly during this period.
- End sponsor recruitment, considering production material deadlines.
September 2025
- Verify sponsor information to be featured in production materials, websites, slides, etc.
- Provide information about cargo loading and unloading in collaboration with the Venue Team.
- Handle sponsor reception and support during venue setup.
- Conduct sponsor reception on the event day in coordination with the Participant Management Team.
- Support sponsors during dismantling and cargo removal.
October 2025 and Beyond
- Conduct and compile sponsor surveys.
- Communicate regarding billing and payments.
- Hand over to the 2026 team.
Update History
- 2025-03-11: Initial publication