SaaStr - LIVE Sponsor Insider Webinars
The webinar outlines the logistics and preparation required for sponsors attending an upcoming event. It covers the importance of timely booth setup and submission of graphics to avoid late fees. Sponsors are encouraged to register their teams early to gain access to networking apps and event notifications. The session also highlights the significance of booth headers and the process for selecting them. Additionally, it discusses the booth selection process, emphasizing the need for sponsors to be ready with their choices as the selection moves quickly.
Networking is a key focus, with a dedicated webinar planned to discuss sponsor networking opportunities, including brain date workshops and AI-enhanced meeting tools. Sponsors are advised to register their teams to access these tools. The webinar also covers travel logistics, including hotel and shuttle options, and emphasizes the importance of having executives present at the event for networking and customer engagement. Sponsors are encouraged to use customer passes strategically to invite key prospects and customers, enhancing engagement and potential ROI.
Key Points:
- Submit booth graphics on time to avoid late fees and ensure timely proof delivery.
- Register teams early to access networking tools and event updates.
- Select booth headers and booth locations promptly as the process moves quickly.
- Utilize customer passes to invite key prospects and customers for better engagement.
- Ensure executives are present at the event for effective networking and customer interaction.
Details:
1. 📅 Webinar Deck and Schedule Updates
- The same webinar deck is utilized every Thursday, ensuring consistency across sessions.
- The link to the webinar deck remains unchanged for the next five Thursdays, simplifying access for participants.
- Using a consistent deck minimizes the need for redistributing new links, reducing logistical challenges.
- Consistency in the deck allows presenters to focus on content delivery rather than technical updates.
- This strategy is beneficial in creating a uniform experience for participants, enhancing the professionalism of the sessions.
- Potential challenges include keeping the content relevant and engaging over time, necessitating regular reviews and updates.
- Solutions to these challenges involve scheduling periodic content reviews and incorporating participant feedback to ensure the material remains fresh and impactful.
2. 🛠️ Event Logistics: Booths, Headers, and Proofs
2.1. Booth Turn-in and Sponsor Engagement
2.2. Proofs and Graphics Submission Process
2.3. Booth Headers and Categories
2.4. Booth Selection Process
3. 🎪 Booth Selection Process and Timeline
3.1. Strategic Booth Placement
3.2. Networking Enhancements and Opportunities
4. 🗣️ Networking Opportunities and Registration Importance
4.1. Importance of Registration
4.2. Session Registration Process
4.3. Logistics and Scheduling Information
4.4. Sponsor Attendance Recommendations
4.5. Booth Setup and Badge Pickup
4.6. Badge Management and Shift Schedules
5. 🎉 Event Days Detailed Schedule and Attendee Logistics
5.1. Opening Reception and Day 1 Overview
5.2. Day 2 and 3 Logistics
5.3. Booth and Move-out Details
5.4. Travel and Accommodation Insights
5.5. Sponsor Portal and Shipping Instructions
6. 🔌 Technical Setup: AV, Power, and Shipping
6.1. AV Equipment and Setup
6.2. Power and Electrical Setup
7. 🎟️ Utilizing Sponsor Passes and Customer Engagement
7.1. Registration and Sponsor Passes
7.2. Customer Pass Utilization and Process
7.3. Strategic Use of Customer Passes
7.4. Approval and Rules for Customer Passes
8. 🤝 Final Preparations for Maximizing Event Success
- Encourage executive involvement in booth activities for higher ROI. Executives from major companies like Google Cloud actively participate, showing the value of such engagement.
- Finalize booth staffing and scheduling, ensuring VP-level and above are present for impactful networking opportunities.
- Confirm that your team is registered and prepared for the event; 95% of booth preparations should be completed by now.
- Plan networking strategies, including participating in the 'Who do you want to meet' program, and consider joining webinars for additional insights.
- Order event swag promptly to avoid production delays, and consider rush shipping if necessary.
- Explore unique activations such as mascots or team swag to enhance brand visibility and stand out during the event.