SaaStr - SaaStr Insider LIVE : ~60 DAYS TO SAASTR ANNUAL
The webinar outlines crucial information for sponsors attending the SAS Annual event, focusing on logistics, deadlines, and resources. Sponsors are reminded to upload booth graphics by April 1st to avoid late fees and to register their teams using provided codes to access networking opportunities. The session also covers the booth selection process, emphasizing the order based on sponsorship level and contract date. Sponsors are encouraged to utilize Adobe Illustrator templates for booth design, ensuring graphics align with booth specifications. Additionally, the webinar highlights the importance of planning activations and swag, noting that food-related items require permits. Sponsors are advised to reach out for assistance with any uncertainties regarding activations or logistics.
Key Points:
- Upload booth graphics by April 1st to avoid late fees.
- Register teams using provided codes for networking access.
- Utilize Adobe Illustrator templates for accurate booth design.
- Plan activations and swag early; food items need permits.
- Reach out for assistance with activations or logistics questions.
Details:
1. 🔔 Welcome and Overview
- The webinar is scheduled 60 days before the annual Sastra event, serving as an important reminder for participants about the upcoming event.
- Participants are encouraged to engage actively by asking questions through chat or Q&A, ensuring all their concerns and interests related to the event are addressed.
- The session aims to create an informative and interactive environment to prepare attendees for the Sastra event.
2. 📍 Event Logistics and Venue Details
2.1. Event Logistics Overview
2.2. Venue Details
3. 📌 Key Addresses for Sponsors
- The Sonteo County Event Center address for sponsor activities is 1346 Saratoga Drive, which is crucial for all vendor deliveries and setups.
- Deliveries and vendor setups should be directed to 1346 Saratoga Drive, where Freeman and exhibitor services are located, ensuring streamlined operations.
- Sponsors are advised to confirm their ride-share pickup and drop-off locations using 1346 Saratoga Drive to prevent confusion and delays.
- For operational efficiency, sponsors should plan deliveries during designated times and confirm logistics details with event coordinators.
4. 🗓️ Sponsor Portal Access and Deadlines
- New sponsors who signed up recently should immediately log into the sponsor portal to upload necessary information like logos and addresses. This process takes about 10 minutes.
- Upcoming deadlines include sponsor booth selection and activation selection, which are currently in progress.
- Sponsor speaker slides were initially due this Friday but the deadline has been extended by a week to accommodate additional time needed for speaker and content confirmation.
5. 🎨 Booth Graphics Submission Process
- Booth graphics are due on Tuesday, April 1st, providing approximately a week and a half for submission.
- Artwork must be uploaded to the sponsor portal to avoid late fees.
- Ensure all submissions are in the required file formats and meet specified size requirements.
- Check the sponsor portal for guidelines on resolution and color specifications.
- Confirm that the artwork is final and free of any errors before uploading to prevent delays.
6. 🖼️ Uploading Graphics and Avoiding Late Fees
- We'll be monitoring booth graphics submissions closely as deadlines approach to ensure timely submissions.
- Ongoing communication will be maintained with participants expected to submit their booth graphics to prevent late fees.
- Participants will receive multiple reminders to submit graphics on time, reducing the risk of incurring additional charges.
- Any questions regarding booth designs will be addressed to provide clarity and assistance in meeting submission requirements.
7. 📅 Timeline for Upcoming Webinars and Tasks
- Sponsors can upload booth graphics via the sponsor portal using a provided link to the SAS Dropbox, which helps to circumvent the portal's file size limits.
- Upon uploading graphics, automatic notifications are sent to the events team, ensuring prompt action and streamlining the workflow.
- Graphics can be submitted as individual files or zip folders, with zip folders recommended for better organization and efficiency.
- The events team is tasked with verifying the correct association of graphics with the corresponding sponsors, ensuring accuracy and readiness for the event display.
8. 🏢 Booth Selection and Sponsor Levels
- Communications over the next week and a half will focus on deadlines for slides and graphics submissions, ensuring all sponsors are fully prepared on time.
- Dedicated webinars for networking and shipping preparation will be held starting in April, offering sponsors guidance and support in these areas.
- Sponsors are encouraged to utilize the sponsor portal to start shipping materials now, as it provides a self-service option and helps streamline the process.
- A strategic timeline is implemented to avoid overwhelming sponsors with multiple tasks at once, ensuring they are completed efficiently before the annual event.
- Sponsors should promptly address outstanding tasks in the sponsor portal, including uploading booth graphics to ensure readiness.
- Continued reminders are issued to sponsors to check their booth selection status in the portal, addressing any concerns promptly.
9. 🚚 Shipping and Logistics Preparation
- The food selection process is prioritized by level and contract signature date, starting with diamond and platinum levels, which takes longer due to customization. Sponsors at these levels have specific dietary and booth customization needs, requiring detailed discussions to tailor experiences effectively.
- Premier booths involve detailed activation conversations based on sponsor level, which are crucial for finalizing booth features and food offerings. These conversations ensure alignment with sponsor goals and branding, impacting the speed and effectiveness of the selection process.
- Super gold and gold levels usually have a faster selection process due to smaller footprints and clearer preferences, typically taking one to one and a half weeks. These levels benefit from streamlined procedures and predefined options that meet common preferences.
- Sponsors at super gold and gold levels haven't missed any steps as of now, ensuring no delay for the majority of participants. This efficiency helps maintain a smooth overall process and timely event preparation.
10. 💡 Creative Activation Ideas
- If a form on the sponsor portal requires a booth number and you don't have one yet, you can use your sponsor name, and it will be matched on the back end later.
- A master list will provide booth numbers closer to the event, ensuring sponsors can start shipping or ordering AV/electrical services using their sponsor name.
- The activation selection process mirrors the booth selection process, indicating a structured order for both.
- Sponsors are encouraged to propose creative ideas not included in the provided deck, fostering innovation and personalized engagement.
- Event organizers offer support in sourcing vendors for unique activation ideas, accommodating both those bringing their own vendors and those needing assistance.
11. ✈️ Travel and Registration Guidance
11.1. Swag Production and Planning
11.2. Early Registration and Networking
11.3. Networking Improvements Webinar
12. 🔗 Networking Opportunities and Sessions
12.1. Networking Logistics
12.2. Networking Scheduling
13. 📜 Updated Resources and FAQs
13.1. 📜 Updated Resources and FAQs - Updated Resources
13.2. 📜 Updated Resources and FAQs - FAQs
14. 🖌️ Detailed Booth Design Instructions
- Utilize both 3D renders and 2D templates for effective booth design, as this dual approach aids in visualizing both the spatial layout and design elements.
- The A panel serves as the back wall, and designers should be cautious of elements getting covered by tables or monitors; use C1 and C2 panels for critical graphics.
- Monitor placements are approximate, allowing for model variations; ensure designs have extra bleed to accommodate these differences.
- Avoid placing crucial text or logos in areas likely blocked by tables or equipment.
- The D panel, or welcome counter, offers prime real estate for branding, but be aware of its potential to block some graphics behind it.
- Provide design teams with specific Illustrator templates per booth level to streamline the design process.
- Case Study Example: A successful booth at XYZ Expo used 3D renderings to preemptively address spatial challenges, resulting in a 20% increase in visitor engagement compared to previous years.
- Common Challenge: Misalignment of graphics due to improper scaling. Solution: Always add a 10% bleed to designs to ensure coverage even if slight misalignments occur.
15. 🎟️ Efficient Registration Process
- Ensure the correct design template is used for each registration level to prevent multiple designs.
- Event registration codes are issued by the events team, with new codes sent within a day of sign-up.
- Detailed instructions are available in the portal; use the provided code on the 'buy tickets' page for the sponsor all access ticket, which may take a moment to appear.
- Select the correct sponsor all access ticket to activate the code and avoid purchasing incorrect types.
- The registration code automatically populates the ticket based on the contracted number of passes.
- Contact events.com to request additional passes for team rotations if needed.
16. 🎈 Activation and Swag Strategy
- All food-related items, including prepackaged goods, are considered automatic activations and require a permit, even if obtained from places like Costco or Target. The permit fee is a few hundred dollars.
- It's recommended to fill out forms and get necessary COI (Certificate of Insurance) details in advance, even if the exact items aren't decided yet, to facilitate smooth processing with on-site inspectors.
- Games and activities like cartoon artists are considered activations but do not require a food permit; however, they often need additional COI and dedicated power sources.
- Certain items and activities like balloons, drones, glitter bombs, and confetti are restricted at the venue due to venue and county guidelines.
- Swag items such as t-shirts and water bottles do not fall under activations. Assistance is available for shipping logistics and quantity estimation.
- For live entertainment or unusual activations like mascots, it's important to check with the organizers to ensure compliance with venue and county regulations.
- Organizers aim to accommodate activations and prefer knowing in advance to manage requirements effectively. Last-minute setups can complicate logistical arrangements.
17. 📦 Final Shipping and Preparation Tips
- Access all shipping information via the resources section of the sponsor portal, ensuring smooth logistics.
- Speakers must use the provided code for registration; for additional passes, contact events.com directly for support.
- Manage speakers' registrations through the designated portal using your specific code for easy adjustments.
- Utilize the sponsor portal for comprehensive resources and guidance on shipping, registration, and logistics.
- Join the upcoming webinar on Thursday for in-depth assistance with templates and booth designs, ensuring optimal preparation.
18. 👋 Closing and Q&A Session
- The session highlighted the availability of personalized follow-up support from events.com for attendees.
- Attendees are encouraged to reach out for assistance or questions they may have been hesitant to address publicly.
- Specific support includes one-on-one consultations, detailed resource guides, and direct access to event experts for tailored advice.
- Attendees are invited to use these resources to maximize the value they gain from the event.