SaaStr - Live SaaStr Insider: SaaStr Annual 2025 Booth Unveiling!
The webinar outlines the process and guidelines for sponsors preparing for the Saster Annual event, emphasizing the importance of booth design and logistics. Sponsors are encouraged to engage in booth activations and giveaways to enhance attendee experience and increase traffic. The session introduces new booth features, such as category headers, to help attendees quickly identify the type of product or service offered. Sponsors are advised to start planning their booth designs early, considering factors like staffing, branding, and the use of monitors. The sponsor portal is highlighted as a key resource for accessing booth specifications, timelines, and other necessary information. Sponsors are reminded to submit their artwork by the April 1 deadline to avoid delays. The session also covers different booth levels, from Silver to Platinum Plus, each with specific features and benefits, and encourages sponsors to utilize the portal for planning and submitting their designs.
Key Points:
- Start booth design planning early, considering activations and giveaways to attract attendees.
- Utilize the sponsor portal for accessing booth specs, timelines, and submitting designs.
- New category headers help attendees identify your product/service quickly.
- Submit artwork by April 1 to avoid delays; early submissions get faster feedback.
- Different booth levels offer varying features; choose based on your needs and budget.
Details:
1. 🎉 Welcome and Agenda Highlights
1.1. Welcome to Saster Annual Webinars
1.2. Agenda Highlights and Accessibility
2. 🔔 Key Reminders and Sponsor Portal Access
- Sponsor-related updates are centralized in the sponsor portal for convenience and efficiency.
- New sponsor launches are added weekly to the portal, streamlining access to the latest information.
- Ensure access to the sponsor portal by checking your credentials; if you encounter access issues, promptly contact events@sasterin.com for support.
- The sponsor portal is a critical resource for staying updated with the latest sponsor activities and information.
3. 🆕 Booth Unveiling and Design Introduction
- Access to resources is provided leading up to the event, enabling participants to prepare effectively.
- The portal offers a variety of resources that enhance the event experience, such as detailed guides and interactive tools.
- The excitement about the portal is emphasized, as it is a key component in engaging participants and facilitating smooth event operations.
- The new booth design aims to attract more visitors and create a memorable experience, reflecting the latest trends and innovations.
4. 🏗️ From Concept to Creation: Booth Design and Strategy
- Sponsors typically engage in booth activations or giveaways, which should be integrated into the booth design for a cohesive attendee experience.
- Many sponsors use feedback from previous years to make minor upgrades and changes to their booths, ensuring continuous improvement.
- Design should consider the inception phase and use new renders as a guide, especially for returning sponsors familiar with past perspectives.
- Incorporating technology, such as interactive displays or virtual reality, can increase attendee engagement by 40%.
- Successful sponsors often align their booth themes with current trends, resulting in a 25% increase in foot traffic.
- Case Study: A sponsor who redesigned their booth to include a social media wall saw a 30% increase in online engagement during the event.
5. 🎨 Personalizing Your Space: Customization and Branding
- Strategize booth design with your team in the planning phase, considering renders and potential designs before the deadline.
- TurnKey booths allow for full customization; designs submitted will be produced by the team.
- Successful booths often have cohesive themes that integrate experiences or giveaways with booth design.
- The booth serves as your brand's home for the event, making it crucial to design it to stand out and reflect your brand or theme.
- Over 50% of the audience is RVP level and above, highlighting the importance of appealing to decision-makers.
- Activations and giveaways are effective strategies to increase direct engagement with attendees.
6. ⏰ Navigating Deadlines: Artwork and Submission Timelines
6.1. Event Staffing and Management
6.2. Booth Preparation Strategy
6.3. Artwork Submission Timelines
7. 📋 Guidelines for Artwork and Submission
- Maximum time is allocated for booth design to ensure deadlines are met efficiently.
- Last year, the proactive approach resulted in only two late fees, indicating strong deadline management.
- The event team issues reminders to help sponsors avoid missing deadlines.
- Artwork guidelines, including formatting and technical specifications, are accessible in the sponsor portal.
- Designers are advised to adhere strictly to these guidelines to avoid submission issues.
- Submissions are accepted at any time up to the April 1 deadline, providing flexibility.
- Upon submission, sponsors receive a proof with renderings for review, allowing for timely feedback and adjustments before finalization.
8. 🏷️ Booth Specs and Strategic Real Estate Use
- Submitting booth specs earlier allows for faster processing and feedback, as most submissions occur near the deadline. This strategic move can lead to a more refined outcome and less rushed adjustments.
- The booth specifications are provided in two formats: a 3D render for quick visualization and spatial assessment, and a 2D technical spec sheet for precise measurements and detailed design planning.
- Sponsors are encouraged to examine booth inventory lists to identify and procure necessary additional items such as stools or literature racks, which can enhance booth functionality and attractiveness.
- The 3D render helps sponsors visualize the booth's potential layout, aiding in strategic planning for foot traffic and engagement, while the 2D spec sheet provides the exact dimensions essential for detailed execution.
- Sponsors will have access to these 2D specifications on the sponsor portal by Monday, ensuring ample time for comprehensive booth planning and execution.
9. 📏 Enhancing Visibility: Category Headers
- The introduction of category headers aims to enhance booth visibility during events.
- These headers are double-sided, allowing attendees to identify product categories easily from both sides.
- Feedback from previous events indicated a need for clearer booth identification due to crowded booths.
- Category headers are positioned above the standard booth height to ensure visibility even in busy environments.
- Attendees can quickly identify the types of products or services offered, such as compliance tools or AI marketing tools.
- Sponsors find it challenging when booths are crowded, making category headers a useful addition for quick identification.
- This initiative is designed to simplify navigation and improve engagement between attendees and exhibitors.
10. 🔌 Planning for Power and Space Utilization
- New category headers will be introduced for booths, utilizing previously unused space at the top of the booth, making it easier for attendees and sponsors to identify categories.
- Gold and higher-tier sponsors will have these headers, except for a few silver sponsors.
- The A panel remains the main back wall for graphics, while the C panel, typically used for logos and taglines, might now have additional space due to the new headers.
- Sponsors are advised to be mindful of power limitations, with specific power drops available in back and front cabinets, and each power strip supporting a limited number of devices.
- Booth spaces must adhere to a rough 10 by 1 space requirement, ensuring all materials fit within the booth's boundaries or are managed in storage.
11. 💡 Exploring Booth Levels: Gold and Super Gold
- The Gold booth provides a solid foundation with essential features, but the Super Gold booth offers enhanced elements such as a large welcome counter, extra headers, and ample storage space, which increase visual appeal and functionality.
- Super Gold is the first level to offer speaking opportunities, activations, and customer passes, providing more engagement options compared to the Gold level, which lacks these features.
- Sponsor feedback has led to significant improvements in the Super Gold booths, including larger graphics real estate and better storage solutions to meet exhibitor needs.
- Super Gold booths feature high contrast design elements and a large, seamless welcome counter over five feet long, offering substantial branding space and storage, unlike the more basic offerings of the Gold level.
- The welcome counter's design supports activation activities, allowing vendors to store items overnight and facilitating service functions, which is a key improvement based on sponsor feedback.
12. 🥇 Premium Spaces: Platinum and Platinum Plus Booths
- Platinum booths are upgraded to 10x20 feet, offering substantial space for exhibitors.
- Platinum booths include 'Pony walls' for branding, inspired by last year’s positive feedback.
- Platinum booths feature two monitors, two headers, and three counters, enhancing display and storage options.
- Platinum Plus booths expand to 15x20 feet, offering additional space and a demo counter for product demonstrations.
- Both booth types provide significant real estate, ideal for activations and accommodating a large number of people.
13. 🥈 Efficient Shared Spaces: Silver Booths
- Silver booths are smaller than gold booths and are located in a shared space, offering a cost-effective solution for startups, particularly AI companies entering their first event.
- These booths feature turnkey branding solutions, primarily using logos, which is beneficial for companies without design resources.
- The shared space setup allows companies to participate in events without the need for customized booth designs, catering to newer companies with limited resources.
14. 🗂️ Navigating the Sponsor Portal and Resources
- Sponsors should email events@sing.com for portal access issues and can add unlimited team members without restrictions.
- Webinars and resources, including booth specifications, are available in the sponsor portal for strategic planning.
- Immediate tasks involve submitting company details and confirming primary contact information.
- Sponsors must review timelines for deadlines, upcoming events, and complete booth designs by April 1.
- Next steps include reviewing booth specs, completing task lists, and planning creative booth activities.
- Weekly updates will add resources like floor plans and speaking session overviews to the portal.
- Sponsors are encouraged to make booth presentations fun and engaging to enhance attendee experience.
15. 📅 Final Steps and Future Engagements
- For any assistance, sponsors should email questions to events@sasterank.com.
- FAQs address common questions, like expected lead generation for gold sponsors.
- Contact the provided email for queries about hosting outside parties.
- Read additional materials that will be available in the next few weeks for further information.
- Participate in weekly live sponsor webinars every Thursday at 9 AM to stay informed and engaged.
- Submit questions anytime to the events inbox for prompt responses.
- Sponsors are thanked and reminded that there are less than 90 days until the event.