Call for Southern California SPIN Sponsor/Host

28 September 1999

Dear Potential Sponsor:

The Southern California SPIN is currently in search of a new sponsor after 7.5 years of association with the Irvine Research Unit in Software (IRUS) at UCI. Recent changes at UCI have made it necessary to end the relationship between SPIN and IRUS.

The SPIN Steering Committee Search Subcommittee would like you to consider entering a bid to become our new sponsor. We have prepared a list of points for you to cover in your bid presentation, along with costs/hour estimates (reflecting recent SPIN activity). Please see APPENDICES B and C. The Search Subcommittee feels that following these outlines will provide both the potential sponsor and SPIN the opportunity to evaluate any potential long-term relationship.

The SPIN Steering Committee Search Subcommittee has set the following steps for our sponsor search:

Appoint a search subcommittee to drive the search selection
Furnish each potential sponsor with a list of points to cover in their presentation
Furnish each potential sponsor with cost/hour estimates on tasks performed by current sponsor
Schedule a tour by the Search Subcommittee of the proposed sponsor facility
Potential sponsors participate in presentations and interviews with SPIN Steering Committee
SPIN Steering Committee selects the new sponsor
Announcement of the new sponsor of the Southern California SPIN at the December 3, 1999 meeting.

Sponsor presentations and interviews will be conducted by the SPIN Steering Committee on Friday, 29 October 1999, after the usual morning SPIN meeting. Voting for the new SPIN sponsor will be conducted in early November with the new sponsor being announced at the December 3^rd SPIN meeting. A detailed schedule of events, plus contact information for scheduling your presentation and facility tour, can be found in APPENDIX A.

Thank you very much for your interest and participation.

Sincerely yours,

George W. O'Mary
SPIN Steering Committee Leader

APPENDIX A

Contact Information for Scheduling Facility Visits and October 29^th Presentations:

SPIN Steering Committee Leader

George W. O'Mary
The Boeing Company
HO21-F225
5301 Bolsa Avenue
Huntington Beach, CA 92647
(714) 896-3311 Extension 68839
george.w.o’mary@boeing.com

Schedule Of Events:

28 September 1999 — Distribution of potential sponsor invitations

11-25 October 1999 — Field trips by the SPIN Subcommittee Search Team visiting each potential sponsor’s proposed facilities

22 October 1999 — Last day for receipt of written responses to points in APPENDIX B

29 October 1999 — Potential sponsors’ presentations to the SPIN Steering Committee — 30 minutes including time for Q&A

1-12 Novembe r 1999 — Voting by SPIN Steering Committee on new SPIN sponsor

3 December 1999 — Announcement of new SPIN Sponsor at the December SPIN meeting

APPENDIX B

Points to Consider/Cover in Your Presentation:

Why are you interested in sponsoring the SPIN?

Do you propose any change in the SPIN mission, scope, charter, or process?

What past involvement have you had with the SPIN? SPIN member companies? SPIN audience?

What facilities can you commit for the SPIN meetings?

Do you propose any change in the nominal SPIN meeting schedule (9 am-12 noon, last Friday of every month)?

What arrangements/facilities are available for the Steering Group meeting (a working luncheon after the SPIN meeting)?

Can you provide refreshments at the SPIN meeting?

How do you propose to fund the SPIN costs? Please address charges to both member companies, their attendees, and walk-ins. Consider the costs of refreshments, the Steering Group luncheon, A/V equipment rental, and facility usage.

What administrative support will you provide? Please address maintaining attendance records and the SPIN website, distributing meeting announcements (post and email), answering phone inquiries, reproducing speaker materials for attendees, and supplying staff to greet and register attendees.

What is your experience in conducting events comparable to the SPIN?

Are there any restrictions or requirements for the conduct of SPIN meetings, due to your own organizational constraints (e.g., parking cost/control, access to meeting rooms, approval of speakers by organizational management)?

APPENDIX C

Estimate of Costs/Hours for Tasks Performed by Current Sponsor

GENERAL:

1) Answering/Handling SPIN e-mail and phone calls
Sponsor Contact Person: 3 hours/mo.

2) Maintain/Update database & e-mail list
Sponsor Contact Person: 1 hour/mo.
Sponsor Admin Staff: .5 hours/mo.

3) SPIN Steering Committee duties
- edit minutes, topic list
Sponsor Contact Person: 1 hour/mo.

- interface with Leader, Committee Members, potential speakers (e.g. Action Items, Agenda)
Sponsor Contact Person: 1 hour/mo.

4) Coordinate between Sponsor Contact Person and Sponsor Admin Staff: 1 hour/mo.

Total: 7.5 hours per month

PROCEDURAL:

1) Reserve SPIN meeting room & lunch meeting room (reserve 6 months in advance)
Sponsor Admin Staff: 1 hour/mo.

2) Get Flyer Info (nag coordinators, nag speakers) (2.5 - 3 months in advance)
Sponsor Contact Person: 1 hour/mo.

3) Create Flyer (2 months in advance)
Sponsor Admin Group: 4 hours/mo.

- HTML & put on web (2 months in advance)
Sponsor Contact Person: .5 hour/mo.

- Send to email list (3 weeks in advance)
Sponsor Contact Person: .5 hour/mo.

4) Copy Flyer (photocopy, fold)
Sponsor Admin staff: .5 hours/mo

5) Stuff and label envelopes (mail 3-4 weeks in advance)
Edit/Print letters to speakers
Sponsor Admin staff & Sponsor Contact Person: 1 hour/mo.

6) Assemble and mail package for speakers/email letter (send 3 weeks in advance)
Sponsor Admin Staff: .5 hours/mo.

7) Order Food (SPIN & lunch) (order 1 week in advance; confirm headcount 2 days in advance)
Sponsor Admin Staff: 1 hour/mo.

8) Prepare Steering Committee Invitation e-mail, including agenda, and collect RSVPs
(e-mail 1 week in advance)
Sponsor Contact Person: 1 hour/mo.

9) Copy miscellaneous handouts (e.g. Job Opportunities, meeting announcements)
Sponsor Admin Staff: .5 hours/mo.

10) Copy Speaker handouts (if received 1 week in advance)
Sponsor Admin Staff: 1 hour/mo.

11) Prepare Meeting Box (see SPIN Meeting Preparation Checklist) (2-3 days in advance)
- sign in sheets
— receipts
- cash box/miscellaneous admin items (paper clips, tape, pens, etc.)
- info table handouts
— certificates
— surveys
- Does NOT include time for copying speaker handouts
Sponsor Admin Staff: 3 hours

12) Prepare SPIN Steering Committee meeting materials
Sponsor Admin Staff: 1 hour
Sponsor Contact Person: .5 hours

13) Meeting setup/Meeting/Steering Committee Meeting/Meeting clean up
Sponsor Admin Staff: 5 hours
Other admin staff: 4 hours

Sponsor Contact Person:: 6.5 hours

14) Meeting Post-mortem
- sort meeting materials
- update database, producing attendance list
Sponsor Admin Staff: 2 hours

- process revenue from meeting

Sponsor Contact Person: .5 hours

- update email list

Sponsor Contact Person: 1 hour

Total: 38 hours per month

SPECIAL:

2-3 times per year

1) Edit Charter & other documents

2) Handle nomination/election process

Sponsor Contact Person: 10 hours/mo.

Total: 10 hours per month — (2-3times per year)

Total Cost/Revenue Per Meeting (AVG July 1998 — June 1999):

$975/per SPIN meeting + $200 four times a year for Executive Committee meeting

Attendance: High — 120, Low — 42, Avg — 74, Avg 2 - 58, Avg No. Orgs: 33
Revenue: High - $1080, Low - $120, Avg - $420, Avg 2 - $300
Cost: $775 (avg for SPIN meeting) + $200 4 times a year for Executive Committee breakfast meetings

includes Auditorium, Catering, Flyers, Postage, Speaker Handouts, Microphones, Handouts
does not include AV, Overhead/Admin, Personnel

Steering Committee Meeting Cost: approx. $200

includes room at University Club and lunch
does not include Overhead/Admin, Personnel

End of document.