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GitLab Event Information

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Events at GitLab

This page outlines details for in-person events. For virtual event information, please visit the Virtual Events Page.

There are 3 groups within marketing who handle external events. Each group has a specific purpose. Please review each page for specific details.

COVID-19 Event Disclaimer

GitLab’s top priority is the health and safety of our attendees and team members. GitLab reserves the right to switch any hosted in-person event to a virtual event. If this is done, we will communicate to all attendees via email.

Travel guidance on COVID-19 can be found here.

Which events is GitLab already sponsoring?

Interested in attending an event we are already sponsoring?

Suggesting an Event

To determine who would handle the event, please refer to our events decision tree. If it is not clear who should own an event based on the decision tree, please email events@gitlab.com.

Note: If a GitLab team member receives an inbound request for sponsorship, please direct the requestor to this section of the handbook so that person can determine the best course of action.

Please only request event support/sponsorship if your proposed event fits the following criteria:

If your event fits the criteria above and you would like support from marketing, create an issue in the appropriate marketing project.

Be sure you review the issue template and provide all necessary information that is asked of you in the issue.

Event Execution

Step 1 - Issue Creation

  1. Corporate Marketing Event Owner creates issue using the Corporate Event Request Template in the Corporate Marketing project. Field Marketing Event Owner creates issue using the appropriate Field Marketing Event Issue in the Field Marketing project.
  2. Add as much information about the event as possible. For the event to move into contracting, we will specifically need to know the cost and ROI.

Step 2 - Allocadia ID or Campaign Tag Creation

Please see this handbook page for details on how Marketing sets up Allocadia IDs and Campaign Tags.

Ancillary Events

If the overarching event includes a speaking session, workshop, dinner, and/or happy hour (anything that requires a separate SFDC campaign and list upload), please follow the steps below and abide by the SLA guide to give necessary time for work to be complete.

⏰ SLAs for section to be filled out for an ancillary event before moving to WIP:

The purpose of creating a new issue for each ancillary event is to better facilitate the needs for each event, to clearly indicate the timelines, and to clarify the DRIs which may be different for the different events. For example, if there is a speaking session hosted by a GitLabber at a larger conference, and the speaker is planning to write the email copy after the event, the timeline and DRI would be different from the timeline and DRI for the general booth follow email.

Steps for Ancillary Events:

  1. DRI to create a new issue for each ancillary event that corresponds to the main Field/Corporate Event (ex: Dinner + Date - Event Name as shown on the original issue) and assign it to event DRI.
    • Note: All copy (both for the overall event and the ancillary events) is kept in a single copy doc and linked from the Event Epic
  2. Corp DRI will add the related necessary execution issues as indicated by the required section in the issue. This section must be complete before the issue moves to status:wip.
    • Ex: Landing Page - Dinner + Date - Event name as shown on original issue)
  3. Corp DRI will add as a new line item for each ancillary event in the FY23 All-Marketing Calendar

Step 3 - Contract Completed - FMM

  1. Please reference the Plan to WIP process here.

Step 3 - Contract Completed- Corporate Event DRI

  1. For Corporate Event DRI, when contract has been signed the DRI will being event epic creation process.
    • Below is the tactical process DRIs take to organize actions and timelines for field and corporate events.

Step 4 (Corporate Marketing): DRI creates the event epic

NOTE: The Epic is the main hub for all event information. All issues associated with the Event must be linked to the Epic!

Epic Template

## Event Details

* `Place details from the event issue here`
  * Event DRI:
  * Marketo program type:
  * Campaign utm `enter utm here` (Format: Campaign Tag, must be all lowercase, with no spaces, underscores, or special characters)
  * Event Budget:
  * Event Goals:
  * [Add the planning sheet]()
  * Link to event landing page:
  * Related GTM motions (sleect allt hat apply)
         * [ ]  CI
         * [ ]  DevOps
         * [ ]  GitOps

## Program Tracking Details
  * Campaign Type: `enter utm here- usually Owned Event'
  * SFDC Campaign: To be added by Verticurl
  * MKTO Program: To be added by Verticurl
  * UTM Campaign: `enter utm here`
  * Finance Tag: `enter utm here`

## [Copy for landing page and emails >>]() - [template](<a href="https://docs.google.com/document/d/1j43mf7Lsq2AXoNwiygGAr_laiFzmokNCfMHi7KNLjuA/edit">https://docs.google.com/document/d/1j43mf7Lsq2AXoNwiygGAr_laiFzmokNCfMHi7KNLjuA/edit</a>)

* Alliances/Partner Marketing involved - (if yes, must designate a DRI)
* Will this event include use of Marketing Development Funds (MDFs)? YES/NO
   * [Requesting MDF Funds](<a href="https://about.gitlab.com/handbook/marketing/strategic-marketing/analyst-relations/channel-marketing/#requesting-mdf-funds"</a>)

## Issues to be created

* [ ] [Program Tracking](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=program-tracking) - Corp DRI creates, assigns to Verticurl
* [ ] [Write Copy Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=write-copy) - Corp DRI creates, assigns to Corp DRI
* [ ] [Email Invitation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_invite) - Corp DRI creates one for each invitation requested, assigns to Corp DRI and Verticurl
* [ ] [Intelligent Nurture Email Add](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_intelligent_nurture_add) - Corp DRI creates, assigns to Corp DRI and Campaign Manager
* [ ] [Follow Up Email issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=request_email_followup) - Corp DRI creates, assigns to Corp DRI and Verticurl
* [ ] [List Clean and Upload](https://gitlab.com/gitlab-com/marketing/marketing-operations/issues/new?issuable_template=event-clean-upload-list) - Corp DRI creates, assigns to Corp DRI and MOps
* [ ] [Optional: FM Pathfactory Asset Upload and Track Creation Issue](https://gitlab.com/gitlab-com/marketing/field-marketing/-/issues/new?issuable_template=Pathfactory_Request_Template) - Corp DRI creates, assigns to Corp DRI

cc @jburton to create list upload issue and DMA request as required

Corporate Marketing: Issue best practices

⚠️ Note: MOps is required to create their list clean and upload issue, and DMA list issue in their project with the proper template and associate back to the epic.

☝️ Tip: DRIs use this document to auto-populate timelines / SLAs for events. They will add the event as a new row when it is created with a status of Plan, add the start and end date, and look at the resulting due dates for each action item.

Step 4- DRI Event Admin Tasks

  1. Add the event to Events Cal and Events Page.
  2. Start an event DRI issue and start checking off the necessary tasks. Some things to note as you go through process in template:
    • Start an event specific slack channel.
    • Once team member staffing has been selected invite them to the channel in addition to other Field Marketing or Alliance team members that will be involved.
    • Do not link anything but the Epic in the slack channel.
    • Share the planning sheet for team members to add their contact and travel information.
    • Instruction everyone to book travel and lodging ASAP.
    • The planning sheet is used to track all details for travel, meeting setting, booth duty, speaker list, networking events, PR, etc.
  3. If the event needs a speaker, start an issue with the Speaker Request issue template.
  4. If a customer speaker is required for this event, assign the Speaker Request to your regional Customer Reference lead. The Customer Reference lead will work with the Event Managers and the Sales team in identifying and engaging with customers to speak at events.
  5. Landing Pages for Events (detailed instructions)
    • Corporate event landing pages are generated from the events.yml - Detailed instructions
    • The Corp DRI will create an issue for content to be provided working with Alliances &/or Product Marketing team on copy.
    • A collaborative decision will be made to include a form on the landing page.
    • Owned events will use a landing page generated by the events.yml OR a Marketo landing page. (Detailed instructions) Marketo will be used if ALL of the following criteria are met:
    • The event is owned by Field Marketing
    • The event will cost GitLab less than $50,000 USD (or your country's equivalent)
    • Promotion of the event will be no longer than 1.5 months
  6. Schedule
    • Event kick off call scheduled approx two months out from event will include all people involved in planning
    • Final event check in meeting including everyone attending, involved Alliance team members and Technical Marketing team who created demos to review content with team.
    • Event recap will include all planners and stakeholders.
  7. Copy needed
    • Landing page copy
    • Email invite copy - 3 to 4 weeks in advance of event
    • Post Event Email copy - 1 to 2 weeks in advance of event
  8. Social
    • Start issue using the Social Request template for general social awareness posts and any social ads that need to be created.
    • For complete instructions on how to obtain social support at your event, please review the social requests instructions.
  9. PR
    • Start issue using the announcement template in the Corporate Marketing project for any company, partner or product news that is expected to be announced/timed around the event. More details on the Request for External Announcements process can be found in the Corporate Communications handbook here.
  10. Design
    1. For the latest approved booth design & messaging, email events@gitlab.com.
    2. Open issue in the Corporate Marketing project for booth design. Assign to Design team and provide booth spec and due date. Provide as much notice as possible.
    3. For any content or major layout changes, tag Strategic Marketing and Design in the related booth design issue created in the Corporate Marketing project.
  11. Digital
  12. For Corporate events - Meeting Setting
    1. All leads gathered through meeting setting must be tracked in their own campaign which will be set up by our Marketo agency and associated to the main event campaign.
    2. We generally provide a small give (under $50 USD or country equivalent) for anyone who takes a meeting with us.
      • NOTE: We share these prep documents with the client. The document is intended to provide everyone attending the meeting with background information on the prospect &/or customer. The document should also include any objectives or topics to cover in the meeting.
    3. All on-site meetings must have a meeting prep doc, which will be linked in the master planning sheet.
      • The event spreadsheet will be locked 24 hours before the event starts.
      • Any changes need to be submitted by making a Comment on the spreadsheet and assigning it to the Field Marketing DRI.
    4. Most Corporate events will have an onsite meeting setting initiative tied to the event goals.
    5. If any Executives are attending, all meetings scheduled for them will be coordinated through the designated EA for that event.
    6. Meetings are tracked on the master event spreadsheet.
  13. Demos, booth decks and documentation
    • Product Marketing helps make all displayed collateral at events.
    • The standard demos should be preloaded on the event iPads.
    • If you need something specific for an event, start an issue in the Product Marketing project.
  14. Swag
    • Decide appropriate giveaway for the event and audience.
    • Coordinate ordering with one of the preferred swag vendors.
    • Order extra storage at the event if all swag will not fit witin the booth.
  15. Leads and Campaign Setup
    • Field Marketing DRI is responsible for pulling, cleaning and sharing the lead list with MktgOps within 24 hours of event close or as soon as received by event coordinators.
    • If the event had multiple parts (booth, happy hour, meetings, etc) each will have its own Salesforce campaign and Member status progressions.
    • Use template to standardize the data following the list import guidelines.

Ancillary Events

If the overarching event includes a speaking session, workshop, dinner, and/or happy hour (anything that requires a separate SFDC campaign and list upload), please follow the steps below and abide by the SLA guide to give necessary time for work to be complete.

⏰ SLAs for section to be filled out for an ancillary event before moving to WIP:

The purpose of creating a new issue for each ancillary event is to better facilitate the needs for each event, to clearly indicate the timelines, and to clarify the DRIs which may be different for the different events. For example, if there is a speaking session hosted by a GitLabber at a larger conference, and the speaker is planning to write the email copy after the event, the timeline and DRI would be different from the timeline and DRI for the general booth follow email.

Steps for Ancillary Events:

  1. DRI to create a new issue for each ancillary event that corresponds to the main Field/Corporate Event (ex: Dinner + Date - Event Name as shown on the original issue) and assign it to event DRI.
    • Note: All copy (both for the overall event and the ancillary events) is kept in a single copy doc and linked from the Event Epic
  2. Corp DRI will add the related necessary execution issues as indicated by the YES/NO section in the issue. This section must be complete before the issue moves to status:wip.
    • Ex: Landing Page - Dinner + Date - Event name as shown on original issue)
  3. Corp DRI will add as a new line item for each ancillary event in the FY23 All-Marketing Calendar

Timelines for Corporate Marketing

In this timeline, BD = Business Days, and incorporates US public holidays and T = start date of the event.

Changes to Offline Events dates

Sometimes, it becomes necessary to change the date of an offline event. Once the FMM has identified that the date will change, the FMM will:

If the change in the date is related to COVID-19, the FMM will:

If the date changes after the Corp DRI set up the issues, epic, and tracking for the event, the Corp DRI must make the following updates:

Offline Events turned Digital

When Owned Offline Events turn to Virtual Owned events

FMM determines format of this virtual event from documented options. FMM lets interested teams know that the event has switched to digital, the existing landing page is no longer accepting registrations and sales-nominated flow has been stopped (if applicable).

When Offline Field Events & Conferences turn to Virtual

These will be Virtual Sponsorships with booths (not just a sponsored webcast).

Cancellation of Offline Events

Once the DRI has identified that an event is cancelled, the FMM will:

The FMC will:

If an offline event is cancelled after the set up of the issues, epic, and tracking for the event, the DRI will:

Event Types

For a full breakdown of our various types of events, please review this list.

Important Planning Note

The above planning list is not exhaustive - see planning issue template in field marketing project for most up to date list of tasks.

How We Decide Who Attends Which Events?

Requesting Technical Staffing

Some events require technical staffing (Solutions Architects and/or others from the Customer Success team). To request technical staffing, do the following:

COVID-19 Event Outreach

It is important that we are communicating with our customers and prospects that we are monitoring COVID-19. Please include the following in all email outreach for hosted events.

Event Outreach

It is important that we are communicating with our customers and prospects when we are attending an event. This is done through a targeted email sent through Marketo & also through BDR & AE/SAL outreach.

Email alias usages for outreach

We use several email aliases for pre and post event outreach. Below are guidlines as to which one should be used based on the event

Pre-Event Registration Tracking & Reporting

Dietary Restrictions

During the registration process, it is important to track any potential dietary concerns. Please note that there is no longer a separate field in the registration form for dietary restrictions and this information is not tracked in SFDC. The FMM will need to include a note on the LP copy doc, instructing registrants to email with any specific dietary restrictions. It is up to the FMM if they would like to utilize their personal @gitlab.com email address & cc regional@ alias.

Example Verbiage for LP:

At GitLab we aim to make our events accessible to everyone, regardless of disability or special needs. We vet all of our venues for accessibility. If you have a disability, special needs, or specific dietary restrictions, please reach out to us by responding to this email to let us know and we will follow up with you pre-event. This information will be kept private and will be distributed only to the individuals who need it to complete your accommodation request.

Registrant Communication

If the FM DRI for an event needs to reach out to someone prior to the event, they will do so leveraging their personal @gitlab.com email address & cc regional@ alias.

Sales Nominated process

The sales nominated process allows for records to be added to the campaign in order for the record to receive an invite to the event

Employee Booth Guidelines

Scanning Best Practices

Suggested Attire
Booth Set Up
Booth presentation material
Quick Booth quality check
Day of Booth Staffing

Post Event

Lead list

  1. List received by event DRI from event organizers
  2. Event DRI reviews and cleans up list following the guidelines for list imports
  3. List is sent to Marketing Ops for upload to Marketo & associate to related Campaign (w/in 24hrs of receipt from event)
    • Marketo will match based on Email Address to existing records regardless if LEAD or CONTACT object.
  4. Marketo will sync to SFDC automatically. LeanData assigns records based on Territory ownership.
  5. Marketing Ops notifies DRI in the list clean issue when the upload has been completed so the follow up email(s) can be scheduled.
  6. Marketing Ops makes a post on the #sdr_global slack channel with a link to SFDC campaign, link to SDFC LEAD & CONTACT view, and link to Outreach view (if exists) as well as posting to the #event_list_upload channel as well.
    • Ops will ping the sdr slack alias and cc the @sdr-leadership slack alias.
  7. Event DRI follow up on leads to make sure expected followup completed and lead status changed.

Common lead questions:

Onsite registration form & landing page

For FIELD events that don't have badge scanners onsite, the FMM event owner can request an onsite registration form and landing page which can be used to collect names at the booth. The landing page (including the form) can be accessed by a unique URL via iPad, mobile phone or laptop and should only be used by staff at the booth and deactivated post-event by Marketing Ops.

How to create an onsite registration form

How to use the onsite registration form

Marketo Check-in App

For OWNED events, the Marketo program is pushed to the Marketo Check-in app that allows the FMM team to be self-sufficient when it comes to updating an event registration list.

User Experience Flow (Registration & Check-In) With System Actions

⚠️ Important! FMM must check-in all individuals and sync to Marketo within 12 hours of the start time of the event so that automation can flip the correct records to No Show.

How to activate the Marketo Check-in App
  1. FMC to navigate to the Marketo program event
  2. At the top of the page, change View: Summary to View: Schedule
  3. You should see the event on the right side of the calendar ^ Events are displayed intially based on the program created date, not the event date
  4. Double click your event, update date,end, and event times (remember all times are based on the FMC's timezone setting in Marketo)
  5. Click the slide bar to change event from tentative to confirmed. Slide bar will change from gray to orange when done correctly. The event will not be visible in the Marketo Check-in app until 7 days prior to the event
Using App for Event Check-in

If FMM is unsure they will have internet at venue, it is very important to fully sync program while connected to the internet before event.

  1. Sign into the Marketo app.
  2. Locate the event from the list displayed, press the blue "Sync" button that appears across the top menu bar.
    • This will ensure all late registrations are fully synced to the app
  3. All program members with Status = Registered will show in the list on the left side of the app.
  4. As people arrive, search using the search bar or scroll alphabetically by Last Name through the list.
    • You could also have the iPad available for people to check-in themselves
  5. Select person to check-in & press the large blue button that says "Check-in" - If the person's contact details need to be updated click "edit" (top right) and make changes. - When the program re-syncs the contact details will be updated as well
  6. To ADD a person to the event at the door, click the "person+" button in the bottom left corner of the app. - Blank form will appear - All fields are required except Phone - Click green "Done" in top right corner - Complete checkin by clicking blue "Check-in" button
  7. As people are checked in there will be a red numeric icon over the "Sync" button, this will remain until the app is synced to Marketo
  8. Once event is over, FMM presses blue "Sync" button to send all the records to Marketo
  9. The Marketo program will immediately be updated with Campaign Member Status = Attended and the sync to SFDC will begin
  10. Notify the Ops team via List clean & upload issue to verify status of records & request the remaining Registerd -> No Show status
  11. Ops will verify Bizible attribution has been applied correctly.

If you need support, use the #mktgops slack channel.

Swag for Events

Swag selection and creation is managed by Corporate Marketing. All information on swag can be found in the Corporate Marketing handbook. For event related swag and tracking purposes, we utilize the tags swag_corporate and swag_community.

For all details regarding Field Marketing Swag and Event Assets, please visit the Field Marketing page here.

Specifics for Community Relations

GitLab's Community Relations team reviews and manages our community events (typically an event with less than 250 attendees that is targetting end users of GitLab) including Meetups. The Community Relations handbook has additional information on the events the Community Relations team will support.

Specifics for Corporate Events

Specifics for Field Marketing Events

Field Marketing QR Codes for Events

Field Marketing utilizes the QR Code Generator so that FMMs can follow the instructions below to print and display QR codes at events for raffles, contact info collection, etc. In AMER, tabletop signs to display the QR codes are available in the Boundless portal under the Event Assets section.

Steps to Generating a QR Code

Corporate Events utilizes QR Code Generator to create specific QR Codes to track how many people are visiting CTA weblinks. We promote through different pieces of collateral passed out at the booth and signage we have created promoting registration for an on-site ancillary or virtual event. Other use cases such as people scanning to attend onsite virtual activities such as coding challenges or UX surveys.

For video instructions, please see here.

  1. Make a copy of the GitLab branded Google Form. Ensure you are logged into your GitLab Google account in order to access the form.
  2. Proceed to fill in all required information including:
    • Event title
    • Event description (optional)
  3. Proceed to fill in all required information you'd like to collect from participants. If you are using the QR code for lead collecting purposes, please include the following fields (remember to make all fields mandatory):
    • First Name
    • Last Name
    • Email Address
    • Phone Number (optional)
    • Title
    • Company
    • Country
    • State/Province for US and Canada only (if you are not located in the US or Canada, please respond with n/a)
  4. If you are collecting addresses for a swag or raffle send, please make sure to add the following verbiage to your form - By giving us your address, you are giving us permission to mail items to your home or office. We will not use this data for any other purposes.
  5. Integrate your Google Form with your planning spreadsheet
    • With an established Planning Spreadsheet for your event (preferred method)
      • Navigate to the responses tab of your Google form
      • Select the 3-button stop sign icon
      • Click Select response destination
      • Click Select existing spreadsheet
      • Choose the established Planning Spreadsheet from your Google Drive
      • Select Ok
      • Now the established Planning Spreadsheet will be linked to your Google form
    • Without an established Planning Spreadsheet
      • Navigate to the responses tab of your Google form
      • Select the 3-button stop sign icon
      • Select Create a new spreadsheet and title the spreadsheet
      • Click Create
      • Now the newly created spreadsheet will be linked to your Google form
  6. Create your QR Code and link your Google Form
    • Navigate to the QR Code Generator website and log in using the password found in the Marketing 1Pass
    • In the upper right-hand corner of the screen select Create QR Code
    • Select your QR Code Type
    • Click Next at the bottom of the page
    • Fill out QR Code Title & Description

    • Create QR Code to Design Specs:

      1. Use solid black tanuki only
      2. Make sure background behind tanuki is removed
      3. Best if #171321 hex color is used to ensure proper contrast (other brand approved colors can be used but no need to get fancy with gradients or anything)

      4. Keep the design/shape of the QR code within the brand aesthetic (no odd or unorganized shapes)

      5. Body Shape = Top Row third choice from the left with the dots
      6. Eye Frame Shape = Top Row fourth choice from the left
      7. Eye Ball Shape = Top Row fourth choice from the left - should match the eye frame but filled in

      NOTE: Also, the design team advises that the QR code should be no smaller than 1" x 1"

  7. Add in URL link to CTA. Example CTAs listed below:

     1. Survey Links

 2. Gated Collateral Piece

 3. GitLab landing pages

 4. Video

 5. Code Challenge landing page

 6. Eventbrite Registration Page for ancillary event
  8. Generate and save as a PDF, jpg, or ai file
  9. Test QR Code personally and send to at least 1 teammate to confirm the QR Code is live and analytics are being collected in the QR Code Generator portal.

AMER Field Marketing Badge and Event Check-In Process

Items to Purchase:

Marketo Check-in App on iPad:

Creating Event Badges:

SFDC

Avery Template

For venue search requests, the FMM can open an issue utilizing the Venue_Search template. Follow the instructions to provide event details and assign to the regional FMC.

Lightning meetings with CXO

At GitLab owned events we will sometimes host 10 minute lightning meetings with the GitLab CXO(s) in attendance. We do this to facilitate many interactions with our leadership in a short amount of time.

Process

Space considerations

Things to consider

How to add events to about.gitlab.com/events

In an effort to publicly share where people can find GitLab at events in person throughout the world, we have created about.gitlab.com/events. This page is to be updated by the person responsible for the event. To update the page, you will need to contribute to the events.yml starting after the events section (roughly line 70). If you need more information about our exact involment in an specific event please visit the marketing project in gitlab.com and search the name of the event for any realted issues. The "Meta" issue should include the most thorough and high level details about each event we are participating in. Place your event in the order in which it is happening. The list runs from soonest to furthest in the future. Save event images and headers here: Save images for featured events here

If you don't have merge permissions, or if you're having trouble with the pipeline, you can assign an Engineer on the Digital Experience team (commonly, @lduggan) to be a Reviewer on the MR, or post in #digital-experience-team on slack.

Details to be included (all of which are mandatory in order for your MR to pass the build):

Example

- topic: The Best DevOps Conference Ever
  type: Conference
  date_starts: January 1, 2050 # Month DD, YYYY
  date_ends: January 3, 2050 # Month DD, YYYY
  description: The Best DevOps Conference Ever brings together the best minds in the DevOps land. 
  location: Neverland, NVR
  region: APAC
  social_tags: 
    - DEVOPS4LIFE
    - DevOps
  event_url: https://2050.bestdevops.org

Template

- topic:
  type:
  date_starts:
  date_ends:
  description:
  location:
  region:
  social_tags:
  event_url:

For featured events include:

featured:
    background: background/image/src/here.png

Creating a Marketo Landing Page

This has been moved to the Landing Page handbook page to focus on conversion best practices and add details for page creation

Email Process for Events

Please see Emails & Nurture handbook page for in-depth details on email marketing

Speaking at events

If you’re looking for information about speaking at an events head over to our Corporate Marketing page for complete details.

Paying for Speaker travel

At times, GitLab may offer to pay for a person's travel if they will be speaking about their usage of GitLab at an event.

There is no contract that needs to be in place in order for payment to happen. The GitLab team member should do the following:

Option A

  1. Ensure that the expense is accounted for in a line items within (Allocadia)[/handbook/marketing/strategy-performance/allocadia/]. The spend type should default to what was selected at the Sub-Category level.
  2. Open a Coupa virtual card for the amount of money you believe will need to be on the card to account for the trip.
    • Take into consideration airfare, car service, hotel stay, and dining.
    • Ensure you've added the correct Allocadia ID to the virtual card.
  3. Once the virtual card has been created, share the card number with the speaker and ask that the speaker use this card for all travel related items where possible.
    • Also recommend to the speaker to add the virtual card to their digital wallet that will allow them to tap and pay from their mobile device without having a physical card.
  4. Supporting documentation - could be an email that confirms this person will travel for GitLab - should be uploaded for the Coupa card to be created.
Hotel stay

While we would like for the hotel to be secured using the Coupa Virtual Card as well, at times a hotel may ask for a physical card to be provided upon check-in for incidentals. The speaker may either present their own card and then apply for reimbursement OR a GitLab team member may provide their own credit card.

If the GitLab team member provides their own card, then the expense should be accounted for in the following way upon submitting the expense report:

  1. Category = Marketing Field Events OR Brand Marketing - depending on if you are in Field Marketing vs. another group in marketing - by selecting one of these categories, it puts the expense in the program spend bucket vs. the employee travel bucket within the financial systems.
  2. Classification = MUST add the Allocadia ID that has been created in Netsuite for this event

Option B

The speaker would like to pay for everything themselves and would like for GitLab to reimburse them.

In this case the speaker will need to complete a reimbursement form and submit with receipts back to GitLab. GitLab will pay immediately upon receipt.

Virtual Events

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