📧Email Draft

Good Afternoon [NAME],

I hope this message finds you well. I am reaching out on behalf of The Association of Computing Machinery (ACM) at the University of Texas at San Antonio (UTSA), the largest and rapidly growing tech organization on campus, with nearly a decade-long presence. We are dedicated to providing our members with comprehensive experience that prepares them for their future careers in software and technology.

As a fully student-run organization, our mission is to equip our members with essential resources, hands-on experiences, and networking opportunities to support their journey into tech careers. We’re dedicated to creating valuable experiences for our members, from beginner-friendly workshops to advanced hackathons. For example, our Intro to Tech program offers workshops covering essential computer science topics for newcomers. We also host multiple hackathons, including RowdyHacks, our flagship event attended by over 500 students this past October, Rowdy Datathon, a data science-focused hackathon with 150+ participants, and CodeQuantum, which promotes an inclusive coding environment for underrepresented communities in tech.

We also support specialized sub-organizations:

· ACM-W: Empowers women in technology and organizes CodeQuantum, our hackathon for marginalized genders in tech.

· Coding in Color: Supports minority representation in the tech industry.

· Rowdy Creators: Provides hands-on experience through collaborative, semester-long tech projects.

· ICPC: Prepares students for programming competitions and technical interviews with a focus on algorithms and data structures.

To achieve our goals and continue creating impactful opportunities, we are actively seeking partnerships with companies and individuals who share our vision for empowering future tech leaders. If you’re interested in exploring this opportunity, I would be happy to send over our sponsorship packet in a separate email. The packet includes details on our mission and outlines several levels of sponsorship, each offering unique benefits.

We understand that selecting a sponsorship tier may not be feasible for everyone. If you'd like to contribute through an in-kind donation, we would be pleased to discuss the possibilities with you. Additionally, if the existing sponsorship tiers don't fully fit your needs, please don’t hesitate to reach out. We would be happy to create a custom sponsorship package tailored specifically for your organization.

Thank you for taking the time to read this email and considering the opportunity to engage with The UTSA Association for Computing Machinery.

Please feel free to reach out if you have any questions or would like to discuss any specific sponsorship ideas.

Respectfully,

Your Email Signature

🧪Formula for Announcement

Who should care?
What is it about ?
When is it (due?)
Where can I attend/get more info

Leave the why to the source and try to keep the what to like 1 or 2 sentences.

🔊 Example Announcement

Hello hello @everyone,

Tonight we have two awesome events for yall! Google will be talking about their STEP program from 5:30pm - 7pm in Flawn Building 2.01.12.

If you are a first or second year college student and are interested in learning about how to maximize each year of school to ensure that you're industry-ready for internships and full-time opportunities, then come and join us to hear information about the STEP internship and how you can showcase your education/experience/extracurriculars on your resume.

Not a first or second year student? Well CompTIA will be hosting an event to learn about CrowdStrike and their internships today from 5pm-7pm in Business Building Room 2.01.06.

Both events will have free food and are a great networking opportunity. Hope to see you there!

https://portal.acmutsa.org/events

There was a pdf included for this post. If possible to include an image, do so. Also, provide any links for easier access (even if provided in the image itself).

Contact Media Officer for Flyer

📲 Sub-Organizations PR Contacts

ACM-W PR: Brianna ([email protected] )
Coding-in-Color PR: Nigel ([email protected] )
Rowdy Creators PR: Jibril ([email protected])
ICPC PR: Jonathan ([email protected])
RowdyHacks PR: ([email protected])
Rowdy Datathon Director : Indra ([email protected])
Code Quantum PR: Katy ****([email protected])

Partnership Packet/Guide:

ACM Sponsorship Packet 2024-2025.pdf

📝 Role Expectations

(as per constitution)

Note: Constitution can be found in ACM’s RowdyLink

The Public Relations Committee shall be headed by the Public Relations Committee Officer. The Public Relations Committee shall coordinate events with organizations such as corporations and businesses.

Maintaining a database of relationships with organizations.
Coordinating Chapter events with visitors and speakers.
Updating members about career events held by The Chapter or UTSA. (Updating calendars, Announcements in Discord, RowdyLink notifications)

Notes about what was performed during 24-25 academic year:

Helped to promote CodeQuantum 2025 and RowdyHacks 2024.
Offered to help sponsors workshops and social events.
Corresponded with companies for meetings
Email companies to get potential sponsorships
Help sub-orgs plan out their events
Attend UCC SAB Meetings with Chianna

🍂 Fall 2024

Helped organize and lead the PR team for RowdyHacks X
Attended UCC Student Advisory Board Meetings
Corresponded with companies for meetings
Helped sub-orgs with planning their socials and get contacts

🌸 Spring 2025

Helped organize Code Quantum as an overall organizer
Send out emails to companies again in Jan. 2025

🚀Events

🍂 Fall 2024

09-16 USAA Resume Review
09-17 Paycom TechTalk
10-03 Building Your Technical Career Workshop w/Google
10-03 Crowdstrike Company Spotlight
10-28 Dell SRO Day
10-29 Dell Personal Branding
11-07 ACM-W/Uber Pickleball Social

💰Sponsorship Responsibilities

The Public Relations Officer will work in conjunction with officers assigned sponsorship and public relations tasks in each Sub Organization to:
- Build a sponsorship packet to persuade companies to become sponsors and outlines the tiers of sponsorship with corresponding benefits.
- Identify and contact potential sponsors.
- Coordinate with the Treasurer to ensure sponsorship funds are correctly transferred between sponsor and ACM.
- Maintain relationships with sponsors.
- Schedule sponsor-related events including but not limited to tech talks, social outings, banquets, and competitions.
The Public Relations Officer may also enlist the help of committee members to complete these tasks as outlined in Public Relations Committee.
Officers will hold an annual review of and provide justification for the percentage of sponsorship funds each Sub Organization receives in accordance with the rules outlined above.

📋Helpful Hints

found some contacts by attending hackathons; by attending the presentations of companies there I was able to request their contact info
meet regularly with Chianna from UCC to help get some company contacts
have a back-up plan in case things fall through
Professors are worth requesting as presenters (email [email protected])
When cold emailing do NOT include images, files, links
- this means do not put partner package and images in your email signature with the first email

🏢 How to Talk to a Company (Networking)

Have Professional Etiquette
- Shake their hands
- Dress appropriately
- Smile 🙂
- Maintain decent eye contact (don't stare them down that’s awkward😡)
- Ask for their business card if possible
- Introduce yourself and let them know you are representing ACM
Show up to Zoom/Teams meeting 10 minutes early
Clear and concise statements
Respond to emails/messages in a timely manner
- Sign off on your emails
- Refrain from using slang when responding
- Log onto the PR email onto your phone so that you can receive notifications
- USE SCHEDULED SEND
- Please send emails during appropriate business hours (8 am - 5 pm)

<aside> <img src="https://s3-us-west-2.amazonaws.com/secure.notion-static.com/150d7840-369c-4536-abdd-1e6b497a1a67/apple-touch-icon.png" alt="https://s3-us-west-2.amazonaws.com/secure.notion-static.com/150d7840-369c-4536-abdd-1e6b497a1a67/apple-touch-icon.png" width="40px" /> ACM UTSA LinkedIn • Website • Discord • Instagram • Twitter • YouTube

</aside>

🫠 List of 2024 Company Contacts:

https://docs.google.com/spreadsheets/d/1epZgam6tDpjuwNxKms85Os04fflCnsgYZ89oaW9AdaI/edit?usp=sharing

RowdyHacks post-onboarding mtg/follow-up email

Last Updated: 11/18/24