Getting Started-WIGI Regional Mixers
1. Each mixer needs a local host, either an individual, a company or an organization to be the key point of contact in that area.

2. The host is responsible for finding and reserving the venue and negotiating the basic expectations for the space, parking, food, drink and cost. Possible venues are bars, restaurants and private homes. (For a small mixer, a private home might be the best bet to start-it's lot cheaper!) Please schedule and confirm the location for each mixer 60 days in advance.

3. The host is welcome to promote the event though any local channels they feel will aid in total attendance, including sending out invitations using the WIGI Evite link.

4. Target attendance for each event is 40 to 70 attendees, with a total cost of $900 to $1,200. Attendance is free if the event is sponsored (see numbers 5 through 7), along with food, drink and door prizes. Feel free to create smaller events with fewer amenities, but this is the attendance goal.

5. 100% of the cost should to be covered by local/regional cash sponsors; ideally three to five sponsors at $300 each. You can use the Linkedin list to solicit sponsorships through Belinda.

6. WIGI will cover up to 25% of the total mixer cost as a deposit or up-front cost, if required by the mixer venue.

7. Mixers can be self-financed if necessary. That is, reserve space at an amenable bar or restaurant and have attendees pay for their own food and drink. (Be prepared to cover tax and tip and such or have people get separate checks. Often people don't contribute all they should without a bill.)

8. Speakers can be booked at the discretion of the local host. WIGI does not need to approve speakers, but does need to be aware, especially for promo purposes.

9. Please don¹t schedule mixers to conflict with other WIGI events. We need to keep WIGI volunteer personnel focused on the main conferences. (Each regional mixer requires WIGI publicity and invoicing work.) The 2007 schedule includes San Francisco, California (EA campus, Redwood Shores) - March 6, 2007, Savannah, Georgia (Savannah College of Design) - April 26, 2007 and Austin, Texas (Austin Game Conference) - September 2007.


Basic Mixer Responsibilities
1. Find location and arrange for food and drink

2. Find sponsors to pay for venue, food and drink as necessary and provide giveaways if possible.

3. Create badges for each attendee based on RSVP Evite.

4. Print and post banner for mixer listing all sponsors (I will create a file for you for large format printing if it's available to you. Otherwise, I will create the banner and mail it to you.)

5. Collect business cards of all attendees for giveaways. Save business cards for delivery to WIGI.

6. Take photos of the event, especially of the event banner. These photos are needed for sponsors

7. Act as event host, welcoming attendees and encouraging them to participate in networking. (I created "Get-to-Know-You" bingo cards that require attendees to meet others and find out a bit about them. Feel free to use any icebreaker you want.)

8. Do not provide the RSVP list to anyone, either friend or colleague. The RSVP list is a benefit we provide to sponsors. We can't give it out to others because of the devaluing of the resource and the potential for spam and other uninvited solicitations.


Sponsors
Send all potential sponsors a formal benefits pitch letter I will provide. Please copy or bcc me and Fiona Cherbak, WIGI Development Chair (fcherbak@womeningamesinternational.org). Once sponsors are identified, I will invoice them using WIGI sponsorship invoices. Sponsor invoices are payable to IGDA (International Game Developer's Association). WIGI reimburses mixer hosts for all associated expenses, assuming adequate sponsorships have been invoiced.

Sponsor Benefits
1. Inclusion of company name in regional press release to game trade and mainstream entertainment media.

2. Inclusion of company name and logo in targeted e-mail blast to Women in Games International membership.

3. Inclusion of company name, logo and link on Events page of WIGI web site for up to 30 days (before and following event).

4. Inclusion of company name and logo in on-site promotional banner.