SaaStr - SaaStr Insider Webinar : Less than 30 days to go!
The webinar covers essential information for sponsors attending the SAS annual event, emphasizing the importance of adhering to deadlines and understanding logistics. Sponsors are reminded to register their teams, book travel, and utilize the sponsor portal for specific event details. The event will be held at the Sanonteo County Event Center, which is a large campus requiring sensible footwear due to extensive walking. Sponsors are advised to check the sponsor portal for specific exhibitor hours, which differ from general attendee hours, and to consider early setup options to avoid last-minute rushes.
Practical tips include booking accommodations early, with options like the Hampton Inn and Double Tree offering shuttle services. Sponsors are encouraged to consider rental cars due to surge pricing of rideshares during the event. The webinar also highlights the importance of using the Capello app for lead scanning, ensuring that the designated admin is on-site for troubleshooting. Sponsors are advised to configure their lead capture forms in advance and to familiarize themselves with the app's functionalities. Additionally, shipping guidelines are discussed, emphasizing the need to use Freeman for handling all materials, including swag, to comply with union rules. Sponsors are encouraged to label shipments clearly to avoid misplacement.
Key Points:
- Register your team and book travel early to avoid last-minute issues.
- Utilize the sponsor portal for specific exhibitor hours and setup options.
- Consider rental cars due to surge pricing of rideshares during the event.
- Use the Capello app for lead scanning and configure capture forms in advance.
- Follow shipping guidelines and use Freeman for all material handling.
Details:
1. Welcome and Webinar Objectives 🎯
1.1. Introduction to the Webinar
1.2. Webinar Objectives
2. Event Logistics and Venue Tips 📍
- The event is at the Sanonteo County Event Center, a large standalone campus, emphasizing the need for prior planning due to limited walkable amenities.
- Attendees should consider transportation options such as car rentals or rideshares, as public transport is sparse.
- Nearby accommodations should be pre-booked given the limited availability in the immediate vicinity.
- Plan for on-campus navigation as the event center is expansive, with clearly marked entry points and registration areas.
3. Sponsor Portal Access and Registration 📝
- Sponsors should note that the sponsor hall hours are different from general attendee hours and can be accessed in the sponsor portal.
- Early setup for sponsors is available on Monday from 1 PM to 6 PM, allowing them to avoid the rush on Tuesday morning.
- Sponsors can collect their badges during the early setup period, which is a turnkey process.
- The sponsor portal contains specific information below the fold, which is crucial for planning the event day effectively.
- To access the sponsor portal, sponsors need to complete a registration process that includes confirming their participation and setting up a profile.
- Potential challenges include navigating the portal for the first time, which can be resolved by using the provided user guide or contacting support.
- Sponsors are encouraged to check their setup and badge collection time slots early to ensure a smooth process.
4. Travel and Accommodation Planning 🏨✈️
4.1. Event Registration and Lead Management
4.2. Travel Arrangements and Transportation
4.3. Networking Opportunities
4.4. Logistics and Shipping
4.5. Customer Engagement
5. Shipping Guidelines and Material Handling 📦
5.1. General Shipping Guidelines
5.2. Exceptions and Flexibility
6. Networking Strategies and Brain Dates 🤝
6.1. Networking Strategies
6.2. Logistical Considerations
7. Final Reminders and Next Steps 🚀
- Ensure all communication includes both the main contact and events team, as the event is less than 30 days away and requires full coordination.
- Next session will be held next Thursday, focusing on answering questions and providing latest updates and reminders.
- Important to finalize lead scanner requests, team registrations, and customer pass allocations.
- Urgently book travel arrangements as accommodation blocks are nearly full, particularly within the event radius.
- Consider alternative accommodations outside the immediate vicinity where availability is higher.
- Next week’s session to include fun tips, tricks, and agenda reviews to ensure preparedness.