SaaStr - Live SaaStr Insider Webinar - Sponsor Reminders & Prep - March 27
The webinar is a preparation session for sponsors of the upcoming SAS annual event, emphasizing the importance of timely submission of booth graphics to avoid late fees. Sponsors are encouraged to utilize the resources provided, such as Illustrator templates, to ensure their booth designs are accurate and effective. The session also covers the process of booth selection, with a current focus on super gold sponsors, and the importance of coordinating activations with the event team to ensure smooth logistics. Networking opportunities are highlighted, with a dedicated webinar planned to explain the new one-on-one networking format and the use of brain dates for group interactions. Sponsors are advised to register their teams early to access networking apps and to consider logistics like shipping and hotel bookings well in advance.
Key Points:
- Submit booth graphics by April 1st to avoid late fees.
- Coordinate activations with the event team for smooth logistics.
- Register teams early to access networking apps by April 10th.
- Use provided resources for accurate booth design.
- Plan logistics like shipping and hotel bookings in advance.
Details:
1. 🚀 Welcome to SAS Insider Webinar
- The SAS Insider webinars are conducted weekly, specifically on Thursdays, providing a regular platform for engagement.
- These webinars are exclusive to sponsors and partners of the upcoming SAS annual event, offering insights into event planning and networking opportunities.
- Participants gain access to valuable industry knowledge, updates on SAS technologies, and strategies for leveraging SAS solutions.
- The webinars also serve as a preview to the SAS annual event, helping participants maximize their experience and benefits from attending.
2. 📅 Countdown to SAS Annual Event
2.1. Event Countdown and Details
2.2. Sponsor Guidance
3. 💡 Communication and Resources for Sponsors
- Ensure all sponsors are added to the email distribution list as needed; this is separate from attendee emails to tailor communications specifically for sponsors.
- Sponsors should take advantage of newsletters sent to attendees as they contain essential information that may impact their engagement and planning.
- Encourage sponsors to utilize Q&A or chat for any questions during preparation, ensuring they have full clarity on the event details and opportunities for engagement.
- Provide sponsors with specific resources such as event schedules, speaker profiles, and branding opportunities to maximize their participation.
- Highlight the benefits of personalized communication channels, like direct contact with event organizers, to address unique sponsor needs efficiently.
4. 🖼️ Booth Graphics: Deadlines and Tips
- Booth graphics are due next week to avoid late fees, emphasizing the importance of timely submission.
- New booth headers will be introduced this year, requiring careful attention to design specifications.
- Weekly webinars for sponsors occur every Thursday at 9 AM, offering guidance and support for booth preparation.
5. 🏢 Booth Selection Process Explained
- Replays of webinars are available on the SAS YouTube channel and sponsor portal, providing additional guidance on the process.
- The current booth selection is at the super gold level, characterized by prioritizing sponsors with the highest investment, expected to conclude next week.
- Following super gold, the selection will move to the gold level, which involves a broader range of sponsors and is anticipated to take 1.5 weeks.
- The entire booth selection process, covering super gold, gold, and subsequent levels, is expected to complete within three weeks, with all participants receiving their booth numbers by the end of this period.
6. 🔌 Activation Coordination and Logistics
6.1. Booth Setup and Logistics
6.2. Activation Options and Resources
7. 📦 Shipping and Logistics Essentials
7.1. Vendor Coordination and Activation Types
7.2. Stakeholder Management
7.3. Logistics and Setup Coordination
7.4. Booth Selection Process
8. 🤝 Networking Strategies and Registration
8.1. Booth Selection Process
8.2. Networking Engagement Strategies
9. 🖼️ Booth Graphics Support and Deadlines
- The networking strategy includes the use of 'brain dates,' a familiar platform for returning sponsors, ensuring a seamless transition in networking opportunities.
- A new one-on-one networking system is being introduced, with a dedicated webinar scheduled for Thursday, April 10th, to focus on meeting potential contacts and utilizing networking apps effectively before the general attendee launch.
- Networking apps will initially be launched to VIPs, including select VIP attendees and sponsors, providing them an early access advantage of a few days before opening to all attendees.
- Sponsors should have received registration codes via email. If not, they are advised to contact the organizers for assistance, ensuring all sponsors can participate without issues.
10. 🗺️ Travel, Scheduling, and Campus Map
10.1. Registration and Networking Access
10.2. Sponsor Scheduling and Logistics
11. 🏨 Hotel Booking and Accommodation Tips
11.1. Travel and Campus Information
11.2. Hotel Booking Details
11.3. Badge Pickup Information
11.4. Booth Graphics Submission
12. 📋 Detailed Guide to Booth Graphics
12.1. Booth Graphics Submission Process
12.2. Assistance with Booth Graphics
13. 📏 Design Templates and Best Practices
- Sponsor speakers' first drafts are due tomorrow, with flexibility in submission deadlines, indicating a supportive environment for timely delivery.
- Design process streamlined by prioritizing booth graphics submission before chasing slide submissions, promoting efficient workflow management.
- Comprehensive resources available for booth design, including 'At a Glance' and detailed spec PDFs, support accurate and creative design execution.
- 3D booth models and detailed specs, such as monitor dimensions (18.6 inches down, 30 inches across), enable precise planning and execution in visual design.
- Including a two-inch bleed in designs is recommended to ensure alignment and visibility, enhancing the final product's quality.
- Utilizing portal templates reduces discrepancies between proof and final video, exemplifying effective design standardization and process efficiency.
14. 🔖 New Category Headers for Booths
14.1. Design Team Support with Illustrator Templates
14.2. Graphics and Branding Recommendations
14.3. Introduction of New Category Headers
15. 💬 Engaging in Networking and Brain Dates
- Exhibitors can select from predefined categories such as AI, machine learning, fintech, etc., to label their booths. If none of the categories are suitable, they can propose a new, generic category to better represent their offerings, allowing for flexibility and inclusivity.
- Booth headers are standardized to be 10 feet high with an additional foot for the header, ensuring visibility from a distance. This standardization simplifies attendee navigation, which is based on feedback indicating a preference for easy recognition of offerings.
- Exhibitors have the option to opt-out of using a header if they prefer to maintain a specific aesthetic for their booth, demonstrating consideration of exhibitor preferences.
- There are 25 common categories chosen to accommodate the majority of exhibitors, ensuring clarity and ease of navigation for attendees while allowing exhibitors to propose new categories if necessary.
- The purpose of these categories and standardized headers is to facilitate quick and clear understanding of company offerings, improving the overall attendee experience based on consistent feedback.
16. 🧩 Sponsor Activations and Compliance
- Sponsors can access a comprehensive deck in the sponsor portals that lists all activations available with vendors, focusing on popular food-related activities.
- Proper coordination with the event success team is essential for obtaining a Certificate of Insurance (COI). If the policy requirements are met, COI can be issued the same day; otherwise, it may require updates and additional time.
- Shipping logistics should consider production times. Most items take a couple of weeks, and it’s recommended to ship directly to the Freeman warehouse with the company name clearly labeled to ensure delivery.
- For items requiring longer lead times, such as embroidered goods, sponsors should plan to order by the end of April. Initiating swag orders by next week is advised.
- Sponsors need to register their teams and select sessions on faster.com, with detailed instructions forthcoming.
17. 🔔 Final Reminders and Q&A Session
- Attendees can log in to the event agenda to select and schedule sessions, including overlapping ones, ensuring they have a personalized schedule by saving seats for specific events.
- Sponsors have early access to the sponsor hall, which opens an hour before attendees, allowing time for setup and networking preparation.
- A new networking app with AI matchmaking features is being released to enhance networking opportunities during the event, facilitating smarter connections based on interests and professional goals.
- Attendees can apply to host 'group brain date' workshops of various sizes, ranging from small groups (5 people) to larger workshops (30-50 people), allowing for diverse interaction formats.
- Sponsors are encouraged to apply for workshops to maximize exposure and engagement, with options to choose both small and large workshop sizes to increase flexibility based on demand.
- Booth graphics submission deadline is approaching, and sponsors are reminded to focus on meeting this deadline to ensure smooth event participation.
- For any questions or assistance, participants can reach out to the organizers via provided contact emails for support with booth graphics or other inquiries.