@eelellehcimebi@sstuelp@amandawshen| Slack Channel | Use |
| #corporate-events-team | General planning questions and open to all team members to inquire about upcoming or past events |
| #commit-on-the-road | General Commit On the Road planning questions and open to all team members to ask any questions |
| #gitlab-16-launch-virtual-event | General GitLab 16 planning questions and open to all team members to ask questions |
General Questions: events at gitlab dot com
Contribute-related Questions: contribute at gitlab dot com
Commit-related Questions: commit at gitlab dot com
Commit Sponsorship Questions: sponsorcommit at gitlab dot com
All GitLab events must check at least three or more of the goals of our events below to be considered.
**If you are looking to request a new Corporate Event, please use the following issue template
Suggested events will be subject to a valuation calculation - will it meet or exceed objectives listed above?
Corporate Events speaking session & CFP process references:
Goal: ensure that GitLab’s presence is widely recognized at all sponsored events.
Each fiscal year the Corporate Events Content Manager (ECM) will created a Sponsored Events Speaking Session + CFP Tracker that keeps track of whether our sponsorship includes a speaking session and if not ensuring that, if possible, our Developer Evangelism team is submitting to present in the event's CFP. This tracker will be linked in the FY24 Sponsored Events & Epics.
If our sponsorship does include a speaking session, the sponsored events manager will create an issue with all pertinent information provided by the event. They will tag the ECM and all pertinent parties that will assist in choosing a session topic into the issue.
Once a session topic is chosen, the sponsored events manager will hand off to the ECM and they will ensure that that all deadlines are met and content is submitted per the events requirements, content is approved by legal if needed, social cards and social copy is made and provided to speakers, and calendar hold is sent to the speakers so they know where they are going on the day of their session.
If our sponsorship does not include a speaking session, the ECM will ensure that our Developer Evangelism team has it on their radar via the FY24 Dev Evangelism Event Strategy to submit during the event’s open CFP.
If a session is chosen by an event for a CFP that was submitted, the sponsored events manager will create an issue with all pertinent information provided by the event. They will tag the ECM and all pertinent parties that will assist in creating the presentation into the issue. The sponsored events manager will hand off to the ECM and they will ensure that that all deadlines are met and content is submitted per the events requirements, content is approved by legal if needed, social cards and social copy is made and provided to speakers, and calendar hold is sent to the speakers so they know where they are going on the day of their session.
If the event we are sponsoring is not on the Developer Evangelism team's radar to submit the CFP the ECM will start the conversation with the DE team via a comment on the strategy issue.
* Event Marketing — Project management, execute logistics, budget management, event staffing/training, lead collection/reporting, and ancillary events
* Field Marketing — Field communication, meeting program support, onsite booth support, ancillary event support
* Inside Sales Rep — Drive registration, booth support, lead follow-up
* Customer Success (TAM, SAs attending) / Developer Relations — Booth support, attend customer meetings, presentations/speaking engagements
* Product/Alliance Marketing — Messaging, content creation (blogs, sponsorship deliverables, post event emails etc), onsite booth support
* Technical Marketing — Demos creation, onsite support
* Social and Communications — Pre-event, on-site, post-event social content creation, PR & media
* Lifecycle Marketing — Event landing pages, email blasts, database email reviews, SEO, copyedit
* Recruiting - Onsite booth support
* Design — Look & feel, tone, collateral (print), digital, environmental
* Large & MidMarket sales teams - Attending & setting up meetings
* [Leading Organization Team](/handbook/marketing/developer-relations/leading-organizations/) — Executive/customer meetings, attending social events (ex: receptions, dinners), panel discussions, speaking engagements, media interviews
The Corporate Events team collaborates with teams listed above to determine who should help to staff our 3rd party sponsored event booths. We aim to have a certain number of staff to booth size ratio that enables GitLab representatives to be diverse, knowledgeable, and welcoming for attendees. The number of staff we need is also dependent on how many days the conference schedule is. We try to utilize the following formula to staff our booths:
10x10 booth or smaller and a 2 day conference = 8-10 staff members 10x10 booth or smaller and a 3 day conference = 12-15 staff members
Example of our staffing requirements for our 10x10 or smaller booth over 2 days: 1-2 - Sales/Field 6 - Demos/Technical questions 1 - Corp Events TBD Speakers - dependent on numbers of CFP accepted
10x20 booth and a 2 day conference = 14-16 staff members 10x20 booth and a 3 day conference = 18-20 staff members
Example of our staffing requirements for our 10x20 booth over 2 days: 4 - Sales/Field 10 - Demos/Technical questions 1 - Corp Events TBD Speakers - dependent on numbers of CFP accepted
20x20 booth or larger and a 3 day conference = 32-35 staff members 20x20 booth or larger and a 4 day conference = 40 staff members
Example of the staffing requirements for our 20x20 booth over 3 days: 6 - Sales/Field 12 - Demos/Technical Questions 4 - Host Counters 3 - Corp Events 8 - Lightning Talks TBD Speakers - dependent on numbers of CFP accepted
These are estimated numbers that the Corporate Events team uses to account for budget and passes. Numbers may vary based on expected number of attendees at the show and how many days the conference is. We understand there are serveral business use cases where team members can travel and attend these same conferences to meet with partners, customers, and prospects. However, if the staff member is not staffing the booth or there for other purposes, the Corporate Events team is unable to cover the team member's travel and pass.
For event execution instructions, please see the Marketing Events page for detailed instruction and the criteria used to determine what type of events are supported.
For both GitLab-owned and external events, speakers and content DRIs should build in steps for legal approvals from necessary parties on public-facing presentations before materials are due.
| Label | Use |
| Corporate Event | For all General Corporate Events related issues |
| Corporate Marketing | For all General Corporate Marketing issue tracking |
| Events | For all GitLab events |
| Sponsored Corporate Events | For all Sponsored in-person trade shows, events, auxiliary events, etc. |
| Virtual Events | For all Virtual Owned Events |
| Virtual Conference | For all Virtual Sponsored Events |
| Hybrid Conference | For all Sponsored events with an in-person and virtual component |
| GitLab Commit | For all Commit Event related |
| Event Execution Issue Templates |
| Event DRI Template |
| Event Travel Staffing Template |
| Event_Ancillary_Template |
| Promotional Game Rules Template |
| Sponsored Corporate Event Template |
At GitLab, the Corporate Events team owns events that meet specific criteria (link), including those events that have a global hybrid or virtual element. By design, virtual events at GitLab are not a simple video call nor are they a static playlist. GitLab virtual events aim to retain the same brand personality, engagement, inclusivity, and fun as our in-person events.
A GitLab virtual event requires 16+ weeks of lead time in order to accommodate the successful planning, scripting, set-up, recording, editing, and executing of a program.
Virtual events require considerable lead time and effort to plan, especially if there are any planned live elements.
In order to create a premium virtual event experience, the Corporate Events team executes virtual events in order to maximize global audience participation and engagement. The considerations in place include:
The Corporate Events team believes that everyone can contribute to virtual events, and so prepares for content to be varied, accessible, and time appropriately to enable as much mental and physical engagement as possible. Plans include:
Having run several global-focused virtual events, the GitLab team has some best practices and recommendations to share with prospective speakers.
As part of the event planning and execution process at GitLab, the event lead will ensure that diversity, inclusion, and belonging initiatives are taken into consideration throughout the entire event process.
The planning committee will ensure that there is an inclusive environment when selecting CFP/keynote/speakers which aligns with GitLab's event requirements for speaking. This includes researching and sourcing for speakers from underrepresented groups and with various backgrounds including:
When working with a vendor or supplier, the team will ensure that the selected venue/vendor/supplier is supportive of GitLab’s DIB values. These may include, but are not limited to the following:
At GitLab, the Corporate Events team wants to continue to play our part and operate with integrity when we are making decisions. The team is consciously making decisions that help align with the company’s social and environmental efforts.
The Corporate Events team works with our swag vendor that sources swag with a goal of 95% of swag is sustainable or eco-friendly or work with companies that have sustainable initiatives. Some categories that the Corporate Events team considers when selecting suppliers are: