Re: OMF Summit

Comments inserted below and in the attached markup.
I bring this up because we will be securing sponsors to cover the cost of the event, which is estimated to be $30K.
We anticipate sponsorships fully off-setting the costs.
I'd expect a budget behind that estimate, disclosed to the OMF Board, to justify the expenditures and projections, as well as a contract with CoMotion.  (Nice folks, very professional, very thematically appropriate but not a charity.  Even if it were cost-free there would be other terms and conditions -- a liability, data sharing, confirmation of the date, time and space, etc.  On CoMotion:
No idea about their pricing, which goes into the budget.
Andrew may be aware that OMF
did
get adjacent space from CoMotion in
Fall 2019
for an OMF one-auditorium mini-conference.  Might be worth looking up that price.  Almost certainly there will be an agreement to sign with them as host.  It could include other relevant terms, like limiting logos on swag to CoMotion sponsors; insurance; indemnities; limits to solicitation; sharing of attendee data; whether attendees to the OMF event must buy a full ticket to CoMotion, etc.  This must be reviewed.
Questions for you
- Can you please review the attached sponsorship agreement and note any suggested edits?
Done and attached.
In Section 2 ([Date of Payment Due]), OMF, and OASIS as payment agent, should confer on when payment will be required, and how this affects collectibility and cash flow.  Worst case,  I'd think you would want a limited deadline after event completion.  Some event sponsors may ask for payment up front, given that all the benefits are provided at the event, and depending on how well known to OMF the proposer sponsors are.  The timing of any payment to CoMotion may also be relevant.  In Section 3 (and 4.1),
	 	 	 	  I sharpened up the trademark use promise a bit, as many companies are sensitive and seek clear restriction on the permitted uses or their logo.  In Section 7 I believe you want it to be collectible, inexpensive to resolve, and not subject to infinite arbitration. On clauses like this and indemnity you may get some pushback.
I did not touch the word "Sponsee", although it's unusual and might put off some readers.  Possibly using "OMF" or "Company" or "Event Host" would look a bit more polished?  Who signs for the foundation legally?
-  Will the processing of sponsorship payments work the same process as  member dues - the sponsor submits a signed sponsor agreement, I send  that to OASIS and OASIS sends an invoice for payment to the sponsor?
Leaving  that for Cathie to answer.  Obviously, if payment does not proceed the event, she needs to be satisfied that each agreement is signed and has enough detail to be "bookable."
regards Jamie
James Bryce Clark, General Counsel, OASIS Open,  setting the standard for open collaboration
On Mon, Jul 24, 2023 at 9:02 PM Jamie Clark < 
> wrote:
Got it and reviewing.
Jamie
Sent from my mobile
On Jul 24, 2023, at 14:00, Cathie Mayo < 
> wrote:
ï  Hi Jamie,
This is the first time OMF has sponsored an event and Andrew has drafted up this sponsorship agreement.
From my quick review, everything seems in order but would like you to take a look at it since this is not
what we use for our events.
There would also need to be a separate form to fill out with the sponsor billing information, sponsor level and payment options
but that is pretty standard.
Let me know your thoughts
Thank you Cathie

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Forwarded message

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From:  Andrew Glass Hastings
< 
>
Date: Fri, Jul 21, 2023 at 6:31 PM
Subject: OMF Summit
To: Scott McGrath <  >, Cathie Mayo < 
>
Hi Scott and Cathie,
Back in 2019 the OMF held a  developer s conference  in LA supported by LADOT. It was an important way to bring the OMF community together in person, but it hasn t been replicated since.  This year we have the opportunity to host an OMF Summit in conjunction with CoMotion LA. The event will take place the day before the CoMotion LA conference on November 14th and will be produced by the CoMotion team.
It will be a signature event for us and an important opportunity to convene our users and community.
I bring this up because we will be securing sponsors to cover the cost of the event, which is estimated to be $30K.  We anticipate sponsorships fully off-setting the costs.
Questions for you
- Can you please review the attached sponsorship agreement and note any suggested edits?  - Will the processing of sponsorship payments work the same process as member dues - the sponsor submits a signed sponsor agreement, I send that to OASIS and OASIS sends an invoice for payment to the sponsor?
The sponsorship amounts will be $10K, $5K and $3K depending upon the level of sponsor.
I want to begin soliciting sponsors next week.
Please let me know if you have any questions.  Cheers,  AGH
Andrew Glass Hastings Executive Director

www.openmobilityfoundation.org  @andrewgh @openmobilityfnd

--
Cathie Mayo  Controller  OASIS Open
400 TradeCenter
Suite 5900
Woburn, MA 0180 1
+1 781-425-5073  (main)
+1 781-569-5113  (direct)

www.oasis-open.org
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OMF Summit Sponsorship Agreement draft JBC OASIS minimal comments.docx
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