SaaStr - SaaStr Insider LIVE: Sponsor Kick off to Annual 2025
The Saster Annual 2025 event is set to take place in May, and the webinar serves as a kickoff for sponsors to prepare. The event will be held at the San Mateo County Event Center, featuring a mix of indoor and outdoor activities. Sponsors are encouraged to start planning logistics, including travel, booth staffing, and promotional activities. The event will feature a strong lineup of speakers from leading companies like Dropbox, HubSpot, and OpenAI, and will include an expanded AI Summit with content spread over three days. Sponsors are advised to leverage the event for networking, customer engagement, and lead generation. The webinar also introduces the 'Who Do You Want to Meet' program, which facilitates meetings between sponsors and attendees. Sponsors are encouraged to apply for executive summits and utilize customer passes to invite key clients or prospects.
Key Points:
- Start planning logistics early, including travel and booth staffing, to avoid last-minute issues.
- Leverage the event for networking and lead generation by participating in the 'Who Do You Want to Meet' program.
- Utilize customer passes to invite key clients or prospects, enhancing engagement and potential ROI.
- Apply for executive summits to gain access to exclusive networking opportunities.
- Prepare promotional materials and coordinate team schedules to maximize event participation.
Details:
1. 🎉 Welcome to the SAS Annual 2025 Webinar
- The webinar marks the beginning of the SASRA Annual 2025 season, setting the stage for upcoming events and initiatives.
- Key topics for this season include innovative strategies in the SAS sector, new regulatory changes, and technological advancements affecting the industry.
- The agenda outlines the importance of adapting to industry shifts and highlights the need for strategic planning in the face of emerging challenges.
- The session aims to provide attendees with insights into upcoming trends and opportunities within the SAS landscape.
2. 🧑🤝🧑 Co-host Setup and Introduction
- The event is being relaunched with renewed enthusiasm, marking a fresh start.
- David is introduced as a co-host, sharing responsibilities to enhance event management efficiency.
- The co-hosting arrangement suggests a strategic approach to distribute tasks and improve overall coordination.
- David's role includes facilitating smoother operations and possibly engaging more actively with participants.
- The introduction of co-hosting aims to balance workload and leverage diverse skills for better event outcomes.
3. 🔍 Overview for New Attendees
- If you are new, there might be specific reasons for attending Saster Annual, which could include seeking networking opportunities, gaining insights into the latest industry trends, or exploring potential partnerships.
- New attendees are encouraged to proactively engage with speakers and peers to maximize the value derived from the event.
- Setting clear objectives before attending can help in navigating through the event's offerings and extracting actionable insights relevant to one's business or professional goals.
- Utilizing event resources such as schedules, maps, and session descriptions ahead of time can enhance the overall experience and ensure participation in the most relevant sessions.
4. 📅 Weekly Webinars and Sponsor Portal
4.1. Weekly Webinars
4.2. Sponsor Portal
5. 🚀 AI Sponsors and Event Preparation
- The sponsor portal will go live next week, providing centralized resources for easy access.
- Recordings and slides from events will be available in the sponsor portal, ensuring comprehensive resource availability for sponsors.
- The focus is on accommodating numerous AI companies, highlighting a strategic goal for this year.
- Examples of AI companies involved include leading tech firms participating in the event.
- The sponsor portal will feature interactive elements and detailed analytics to enhance sponsor engagement.
6. 🎯 Goals for Sponsors: New and Returning
- The event is designed to help both new and returning sponsors maximize their sponsorship at the Sasra annual event through targeted strategies.
- Sponsors have the flexibility to decide which sessions to attend, allowing them to tailor their engagement based on specific interests or business needs.
- To accommodate varying schedules, sponsors can send different representatives to different sessions or utilize playback options to review content at their convenience.
- This flexibility ensures that sponsors can strategically select sessions that align with their marketing goals, enhancing their return on investment.
7. 🏢 Event Venue and Timeline
- The event ensures comprehensive resource availability, addressing all participant needs effectively.
- Presentation decks are accessible for participants to review at their convenience, enhancing understanding and engagement.
- Dedicated Q&A sessions are scheduled, allowing participants to engage directly with team members like David, Amelia, and Mona.
- Team members are readily available for ongoing support, ensuring continuous assistance throughout the event.
8. 📍 Venue Logistics and Setup
- The event is positioned as a formal kickoff with rough timelines provided for early year planning, emphasizing its strategic role in scheduling.
- SaaStr Annual conference timing shifted from September to May, impacting sponsor planning and logistics significantly, requiring adjustments in marketing and resource allocation strategies.
- The venue remains consistent at the San Mateo County Event Center, providing a stable and familiar environment for returning sponsors, which aids in logistical planning and reduces costs associated with venue changes.
- To mitigate the impact of timing shifts, organizers are encouraged to implement flexible planning models and early communication with sponsors to ensure alignment and preparedness.
9. 🌟 Highlights of SAS Annual History
9.1. Event Venue and Logistics
9.2. Attendee Support and Communication
10. 🌍 SAS Community Engagement
10.1. SAS Annual Events
10.2. Contact and Communication
11. 🤝 Networking and Event Structure
11.1. Event Structure
11.2. Networking Opportunities
12. 🔗 Networking Opportunities and Customer Engagement
- The Saster annual event provides a robust platform for networking with investors and partners, featuring key speakers and opportunities for customer meetings.
- Spanning three days, the event is strategically designed to generate net new leads and actual revenue for attendees.
- Held in the Bay Area in May, it serves as a crucial venue for business growth, offering unique networking sessions and personalized customer engagement activities.
13. 📈 Event Growth and Date Adjustments
13.1. Event Growth Rate and Implications
13.2. Customer and Sponsor Engagement Strategies
14. 📅 Implications of Date Changes
- The event was previously held in Q1 before 2020, typically in the last week of January or the first week of February.
- The change to May was driven by the need for a more suitable indoor-outdoor time period, avoiding the rainy season.
- The venue setup requires about a month, making May a practical choice for scheduling.
- The date change aims to balance returning to an early-year schedule while accommodating logistical needs.
15. 🌞 Weather and Venue Considerations
- The strategic change in conference dates has led to better resource allocation, effectively reducing tension and constraints.
- The conference's growth trajectory is strong this year, attributed to the momentum from AI developments and strategic timing adjustments.
- Adjusting the conference dates has proven beneficial, suggesting that timing can significantly enhance event outcomes.
- Information, including venue details, is accessible on sas.com, indicating transparency and ease of access for attendees.
- Specific examples of past weather-related challenges have been addressed, ensuring better preparedness for future events.
- Venue selection now includes criteria that account for potential weather impacts, enhancing overall event planning.
- Potential weather-related challenges are mitigated through strategic planning, ensuring a smoother experience for participants.
16. 🎤 Exciting Speaker Lineup Announced
16.1. High-Profile Speaker Lineup
16.2. Returning Speakers
16.3. Upcoming Announcements
17. 📈 Speaker Sessions and Strategic Partnerships
17.1. Strategic Participation and Planning
17.2. Growth Potential of Pre-IPO Companies
17.3. Innovation through Strategic Partnerships
18. 🗓️ Scheduling and Booth Staffing Strategies
18.1. Key Players and Strategic Insights
18.2. Implications for Scheduling and Staffing
19. 🎁 Planning Swag and Travel Logistics
- Rotate booth staff to allow them to attend preferred content sessions, enhancing engagement and learning opportunities.
- Live Q&A sessions and post-talk interactions provide value beyond recorded content, driving more in-person participation.
- The strategic placement of the sponsor hall between two main stages increases traffic and visibility for sponsors, particularly in Hangar West.
- High-profile speaker lineup and unannounced logos are expected to attract significant attention and attendance.
- Planning logistics early ensures better management of traffic flow and maximizes sponsor exposure.
- Consider providing personalized swag bags to attendees to enhance brand recognition and attendee satisfaction.
- Implement a travel logistics team to streamline scheduling and transportation, reducing delays and increasing efficiency.
- Utilize data analytics to predict peak traffic times and adjust staffing and resources accordingly for optimal attendee experience.
20. 🛠️ Sponsor Preparations and Portal Access
- Sponsors should begin preparations as the event is 100 days away.
- Submit high-resolution logos for promotional materials and the website to ensure quality representation.
- Verify that all key contacts receive communications, such as webinar invites; inform the events team of any missing contacts.
- Sponsors with speaking slots must confirm their participation by emailing the events team.
- Access the sponsor portal using provided credentials to upload necessary documents and materials.
- Ensure all submissions and portal uploads are completed by the specified deadlines to avoid last-minute issues.
21. 🔗 Logo Submission and Communication Guidelines
21.1. Logo Submission Process
21.2. Communication Guidelines
22. 🗓️ Advanced Planning Tips for Participation
- Early staffing and booth personnel decisions are crucial as travel bookings become challenging closer to the event. Prioritize identifying and securing your team early to avoid complications.
- Sponsors have early access to hotel blocks, making it essential to book accommodations well in advance. Monitor hotel information releases to secure bookings promptly.
- Proactive attendees have already secured hotel bookings, underscoring the importance of early planning. Secure the number of rooms needed and consider booking under one name for flexibility.
- Adapt to increased scheduling complexities this year. Carefully evaluate who to send to the event based on strategic goals and logistical feasibility.
23. 🔍 Effective Booth Staffing and Audience Engagement
- Ensure early scheduling of key personnel, such as the CEO, by sending calendar invites to confirm their attendance.
- Include a diverse mix of staff from different departments in the booth, not only account executives (AEs), to engage a varied audience including VPs, founders, and executives.
- Presence of executives and cross-departmental teams has been found to enhance sponsor satisfaction.
24. 🎁 Swag Planning and Logistics
- Plan for at least eight weeks lead time for ordering swag, especially items manufactured overseas, to ensure timely delivery.
- Prioritize using EPS format for logo submissions to avoid delays, while other formats are also accepted for flexibility.
- Use email (events@srink) for immediate logo submissions and inquiries, or wait for the sponsor portal to become active for uploads.
- Anticipate potential logistical challenges such as shipping delays and address them by working closely with the events team.
25. ✈️ Travel Booking and Event Promotions
- Travel booking should be planned for late February to early March to effectively coincide with event timelines, ensuring optimal preparation and attendance.
- Promotional strategies can vary significantly, from utilizing social media campaigns to issuing comprehensive press releases, providing sponsors with diverse options to engage their audience.
- Sponsors have access to customizable logos and branding assets through the sponsor portal, enabling tailored promotional activities.
- Momentum in event preparations significantly increases post-holidays, underscoring the importance of early planning and strategic timing for both travel and promotions.
26. 📊 Timeline Overview and Sponsor Portal Launch
- The sponsor portal will launch next week, enabling sponsors to access critical resources and support materials.
- Booth graphics are due in April, providing sufficient time for design and preparation.
- Specifications for booth graphics will be released in the coming weeks to guide design efforts.
- Floor plans and booth selections must be finalized by the end of this month, ensuring adequate planning time for all participants.
- Activations and speaker webinars are scheduled for next month, offering engagement opportunities and insights.
- Primary contacts for speakers will start receiving detailed information and instructions next week, facilitating smooth coordination.
27. ⏰ Key Deadlines and Announcements
- Finalize speakers and topics by the end of the current month to ensure adequate preparation time.
- Submit slides by next month to allow for review and adjustments.
- Release floor plans and begin booth selection soon to facilitate logistical planning.
- Major deadlines are concentrated in March and April, necessitating early preparation.
- Flexibility may be provided for some deadlines; updates will be communicated promptly.
- Encourage feedback regarding missing elements or inquiries about specific timing to ensure all aspects are covered.
28. 📅 Sponsor Hall Hours and Schedule
- A sponsor portal update is scheduled for next week, featuring significant VC updates between David and another member, emphasizing strategic growth opportunities.
- New speaker announcements are anticipated next week, potentially enhancing the event's appeal and attendee engagement.
- Sponsors are provided with a detailed slide outlining all critical deadlines, including potential late fees, ensuring they are well-prepared and informed.
- Attendees have requested early access to sponsor hall hours, and this information has now been made available, improving planning and logistics for participants.
29. 📅 Sponsor Load-In and Schedule Details
- Monday is an optional load-in day for sponsors, ideal for those with custom activations or complex setups needing additional time.
- Most sponsors can efficiently complete their load-in between 9:00 AM and 1:00 PM on Tuesday, especially those with straightforward setups like swag delivery.
- Sponsors should plan travel logistics accordingly, potentially sending event and marketing teams ahead for setups requiring more time.
- For complex setups, Monday load-in is recommended to ensure ample time for custom activations and troubleshooting.
- Examples of complex setups include interactive displays or tech-heavy installations requiring additional coordination.
30. ⏰ Full Event Schedule Overview
30.1. Daily Event Schedule
30.2. Strategic Team Management
31. 📰 New Features and Webinar Improvements
- Webinars will be reduced to 20-30 minutes to address feedback on length.
- A dedicated Q&A session will follow to boost engagement and address queries.
- Content will be concise, especially for complex topics.
- Introduction of the Saster AI Summit as a significant new feature.
32. 🤖 AI Summit and Stage Expansions
- AI Summit is now an integral part of SAS annual events, indicating its importance and permanence.
- The AI content has expanded to cover all three days of the event, reflecting the growing emphasis on AI.
- A third stage is being added to accommodate more AI-related sessions, suggesting an increase in participant and speaker interest.
- The recent digital AI day attracted attendance comparable to the SAS annual event, showcasing significant interest and engagement in AI initiatives.
33. 💡 AI Integration into Event Branding
- AI-based tools are increasingly being used in event branding, indicating a shift towards technology-driven presentations and enhancing event impact.
- The integration of AI is exciting and provides opportunities to personalize and innovate event experiences.
- Examples of successful AI integration include real-time data analysis for attendee engagement and AI-generated content tailored to specific audiences.
- Despite the trend, traditional SaaS products without AI can still be successful; AI is not mandatory but offers a competitive edge.
- Challenges include ensuring data privacy and managing the complexity of AI systems, which requires skilled personnel.
- The industry is witnessing a growing trend towards adopting AI, but it should be strategically aligned with event goals and audience needs.
34. 🚀 Summit Growth and Accessibility Enhancements
34.1. Branding and Personalization
34.2. Summit Size and Exclusivity
35. 🎟️ Summit Details and Sponsor Opportunities
- Last year, four Summits attracted about 1,500 attendees, creating a separate 'event within an event', but inadvertently removed these participants from the main event.
- In response, this year's Summits will be held in a larger hangar venue to increase accessibility while maintaining access control, allowing more attendees without losing exclusivity.
- Attendance at Summits remains by invitation or acceptance only, ensuring a targeted audience for sponsors.
- End-of-Summit content will become accessible to all attendees, promoting broader engagement and insight into Summit operations.
- Sponsors have a strategic opportunity to engage with a concentrated audience of 1,200 to 1,500 people, enhancing visibility and interaction.
- Specific sponsor engagement strategies include hosting exclusive sessions, providing branded materials, and facilitating networking events within the Summit venue.
36. 📈 CFO Summit and Application Process
36.1. CFO Summit Visibility and Location
36.2. CFO Summit Application Process
37. 🃏 CRO and CEO Summit Highlights
- The summit now includes both networking and learning opportunities with two additional content sessions before the poker event, focusing on key industry challenges and innovations.
- Poker Night remains a key part of the summit due to its popularity, with extended hours to accommodate participant interest, providing an informal setting for strategic networking.
- Registration can be done by the CFO or on behalf of the CFO, emphasizing ease of access to the event.
- The summit serves as a hub for exchanging insights on leadership, financial strategies, and fostering collaborations across industries.
38. 🤝 CCO Summit and Networking Opportunities
- The CCO Summit is strategically scheduled in the middle of the event, allowing for optimal networking and learning opportunities.
- It features a comprehensive lineup of speakers, demonstrating thorough preparation and a diverse agenda.
- Specifically tailored for Chief Customer Officers, the summit presents a prime networking platform for professionals in this field.
- Early application is recommended due to high demand, indicated by the full speaker slots, reflecting significant interest and value.
- The summit is part of a larger networking initiative, with additional summits and events accessible through sastra anal.com.
- Anticipated to draw a diverse mix of community members and leaders, the summit enhances professional networking potential.
- The event structure highlights both the summit's specific benefits and the broader opportunities for professional engagement.
39. 🎯 CMO Summit and Sponsorship Details
39.1. CMO Summit Overview
39.2. Sponsorship Opportunities
40. 👥 Summit Participation Benefits
- Executives from companies with substantial revenue, typically 100 million and above, are usually required to attend, ensuring a high-level networking environment.
- Sponsors can benefit from bringing their CMOs even if they do not meet the 100 million revenue requirement, allowing for strategic networking opportunities.
- The average summit attendance ranges from 300 to 400 executives, providing a vast networking platform.
- Summit participation offers unique access and visibility for sponsors that do not meet typical requirements, enhancing their strategic positioning.
- Attending summits can lead to significant business growth opportunities through the formation of high-level partnerships and collaborations.
41. 🎫 Leveraging Customer Passes for Engagement
- Customer passes were underutilized last year, partly due to a late rollout, resulting in missed engagement opportunities.
- Initiate customer nominations as early as March to ensure timely distribution and maximize usage.
- Membership levels such as Platinum and Diamond dictate the number of customer passes available, offering a scalable approach to engagement.
- In the previous year, passes distributed early in the cycle led to a 30% increase in event attendance.
- Consider creating targeted campaigns for pass holders to further boost engagement and retention.
42. 🗝️ Customer Engagement and ROI Strategies
- Engage with sales and customer support teams early to strategize on renewals and customer engagement initiatives.
- Last year, over 300 customers of sponsors were successfully engaged through strategic initiatives, highlighting the importance of early planning and execution.
- Ensure tracking mechanisms are in place to measure the impact of customer engagement activities for more informed decision-making.
- Offering customer passes valued at $1,500 for events can significantly enhance customer loyalty and satisfaction.
- Encouraging customers to attend events not only strengthens relationships but can also lead to immediate ROI benefits for sponsors.
43. 📈 Expanding 'Who Do You Want to Meet' Program
43.1. Opportunity for Customer Engagement
43.2. Strategic Use for Prospects
43.3. Program Expansion in 2025
43.4. Program Details and Participation
44. 🤝 Opt-In Leads and Meeting Opportunities
44.1. Opt-In Leads Strategy
44.2. Meeting Outcomes
45. 📲 New Networking App Features
45.1. Networking Strategy Implementation
45.2. App Feature Expansion
46. 🗓️ Team Coordination and Scheduling
- An app functionality is introduced this year to allow booking meetings with attendees one-on-one, enhancing last year's process by improving formality and efficiency.
- Team scheduling and coordination, especially for speakers, vendors, and attendees, is identified as a major challenge.
- Early planning for team participation in summits and events is crucial, including securing executive attendance.
- Attendees are encouraged to place placeholders on calendars for various activities during events to manage the expected high volume of engagements.
- The 'Who do you want to meet' program is expected to be significantly more active this year, necessitating proactive scheduling and coordination.
47. 👗 Coordinated Outfits and Final Thoughts
- Early planning for wardrobe is crucial, especially for branded and coordinated outfits like blazers and tracksuits, to ensure consistency and professionalism at the event.
- Regular updates are scheduled every Thursday at 9 AM leading up to the SASTR annual event in May, providing sponsors with necessary information and progress.
- Starting next Monday, communication with speakers will be initiated to confirm the point of contact, ensuring all parties are properly aligned and reducing the risk of miscommunication.
- The update next Thursday will include a review of all communications sent to date, ensuring everyone involved has received the necessary information and is on the same page.