Music & Entertainment Industry Student Association

MEISA is the student organization of MEIEA, the Music & Entertainment Industry Educators Association.

Sponsor a MEISA Regional Conference

Advertising - Funds - Registration Fees / Speakers & Panelists - The Program & Schedule / Sponsors & Post Conference
MEIEA Grants Program / Timeline Check List for Event Production

Sponsors

Potential local sponsors should be approached with an opportunity to showcase their products or services to an upwardly mobile, informed audience. Particularly if the potential sponsor is in the music business (record store, musical instrument store, etc.), it should be made clear that the captive audience for the conference is their exact target audience. Be courteous, professional, thankful, and quick with your presentation to potential sponsors. Some sponsors may be willing to donate goods for door prizes, gift bags, food for meals, etc. Some sponsors may be willing to offer discounts to conference attendees. Keep in mind that some money is probably needed, though.

• Who should be approached?

o    Musical instrument stores, record stores, local talent agencies, local live venues,
   radio stations, other entertainment companies
o    Restaurants (might provide food), other stores that target the college demographic
   such as clothing stores, skate shops, bars, etc.
o    Fashion or lifestyle merchants or brands that cater to college age audience

• Ideas to offer:

o Area at conference to set up, display, and sell goods

• Decide in advance if MEISA chapter gets a cut of gross proceeds

o Hang sponsor’s banner
o Display ad or promotional “thank you” in the conference program

• Different ad sizes can have different rates

o Possible tax write off
o Sponsorship of specific function such as lunch, performances, etc.

• Make sure you have:

o    Written commitment from sponsor specifying amount of donation and any in-kind
   donation in return. Provide one copy to sponsor and retain one for your records.
o    A check made out to your school to be deposited in your organization’s conference
specific account

• Check with appropriate office at school and find out any stipulations ahead of time
• Provide

o Letter of contribution for tax purposes, if requested and appropriate
o Detailed description of any sponsorship perks

Post Conference

Have an evaluation sheet handy at the end of the conference for attendees to provide immediate feedback. Alternatively, an online survey could be conducted if you have attendees’ email addresses. However, the paper survey might be best while you have a captive audience. The results of the survey should be shared with the national MEIEA Director of Student Relations. Within a week or so after your conference, you should do the following:

•    Create a precise accounting of all finances. Submit that along with an exact number of
   attendees to the MEIEA Director of Student Relations
•    Pay all invoices promptly and keep records of all receipts and costs
•    Send conference news and digital pictures to the MEIEA Director of Student Relations and
   the National MEISA Board
•    Send thank you letters/gifts to speakers/sponsors
•    Make and submit written suggestions for this conference guide
•    Summarize the data you collected from the attendees on which parts of the conference were
   best suited to the attendees and which were not – this can be used by future conference
planners to insure the best conference possible going forward.