SaaStr - SaaStr Sponsor Insider Webinar: 2 Weeks to Go!
The discussion focuses on the setup and management of lead capture for an event using the Capello app. Attendees are advised to nominate a lead capture admin who will be on-site and ticketed. The admin will receive an email from Capello to set up the system, add users, and manage lead capture through a mobile app. It's recommended to keep the lead capture form simple to facilitate quick data entry during the event. The video also covers logistics such as shipping materials to the event, recommending using Freeman's services for secure handling. Attendees are advised to read the shipping and material handling instructions thoroughly. For those bringing items locally, specific check-in procedures with Freeman are outlined. The video also provides tips on managing booth setup, including power and AV requirements, and emphasizes the importance of registering team members and using the event app for efficient check-in. Practical advice is given on managing booth space and ensuring all necessary equipment and materials are prepared in advance.
Key Points:
- Nominate a lead capture admin who will be on-site and ticketed.
- Use the Capello app for lead capture; keep forms simple for efficiency.
- Ship materials through Freeman for secure handling; read instructions.
- Register team members and use the event app for efficient check-in.
- Plan booth setup carefully, considering power and AV needs.
Details:
1. 🚀 Countdown to Event: Preparing for the Kickoff
- The event organizers are feeling the urgency as the event date approaches, suggesting a need for accelerated preparation timelines.
- Team members are expected to arrive a few days before the official commencement, underscoring the importance of pre-event coordination and setup.
- Specific preparation activities include venue setup, technical equipment checks, and finalizing event agendas, highlighting the comprehensive nature of the planning process.
- Challenges faced in preparation include coordinating across different time zones and ensuring all materials are delivered on time, emphasizing the logistical complexities involved.
- Pre-event rehearsals are scheduled to ensure smooth execution during the actual event, demonstrating the proactive measures taken to mitigate potential issues.
2. 📡 Live Streams & Access Points
2.1. Live Stream Logistics and Scheduling
2.2. Content and Interactive Benefits
3. 📧 Mastering Lead Capture: Setup & Admin Roles
3.1. Lead Capture Setup
3.2. Admin Roles and Responsibilities
4. 🔍 Navigating Lead Capture: Configuration & User Management
4.1. Lead Capture Setup
4.2. User Management
4.3. Troubleshooting and FAQs
5. 📊 Effective Reporting & Capture Form Strategies
- Simplify approval processes to enhance ease of use and avoid complex admin routes for quick access.
- Enable real-time report downloads for lead capture admins to streamline data retrieval.
- Configure capture forms to focus on essential information, avoiding excessive mandatory fields.
- Optimize efficiency during onsite events by avoiding long forms that request detailed personal data like full addresses.
- Implement simple rating systems (e.g., hot, cold, warm) for post-event follow-up prioritization to enhance lead management.
- Prevent workflow disruptions by ensuring capture forms do not require repetitive verification prompts with each scan.
6. 🔗 Essential Fields & App Integration
6.1. Field Provision by Saster
6.2. App Usage and Integration
7. 🚚 Seamless Shipping & Material Handling
- The Capsello team is available for early loading support on Monday and Tuesday, ensuring smooth logistics for sponsors.
- For sponsors whose company policy restricts personal device usage for scanning, the app can be downloaded on company iPads or iPads rented through the sponsor portal's additional AV form.
- iPad rentals can be arranged past the deadline by contacting the AV vendor directly, ensuring flexibility in technical setup.
- Campuswide Wi-Fi is available for all sponsors, with dedicated networks and hardline connections provided for Super Gold, Platinum, Platinum Plus, and Diamond sponsors, enhancing connectivity.
- Apple Ethernet cables offer a reliable connection option for iPads, although the campuswide Wi-Fi typically suffices for most needs.
- If the AV order link is past the deadline, sponsors should fill out the form and contact events.com to communicate directly with the AV team regarding equipment needs.
8. 🛠️ Booth Setup: Equipment & Supplies
8.1. Lead Scanning Strategy
8.2. Shipping and Material Handling
9. ⚡ Power Arrangements & On-Site Setup
- Ensure all shipments go through Freeman to maintain security and efficiency. Freeman is the approved channel for handling venue shipments.
- Shipments must arrive at Freeman's advanced warehouse by the 5th for secure handling and storage.
- Direct delivery to the venue is possible after the 5th, but no deliveries are accepted on weekends.
- Weekend deliveries scheduled for the 10th or 11th will be delayed to the 12th due to venue policies.
- Late shipments will be processed for the load-in starting on Monday, the 12th.
- Ship directly to the venue if uncertain about meeting warehouse deadlines to avoid delays.
- Notify the team about any shipments arriving at the warehouse after the 5th to ensure they are included in the delivery.
- Label shipments clearly to facilitate easy identification and handling.
10. 📮 Shipping Insights & Venue Logistics
- Clearly label all shipments with your company name or booth number to ensure they are delivered directly to your booth and not left unidentified.
- Ship items to the onsite warehouse rather than directly to the event center to avoid potential delays and ensure full delivery to your booth.
- Verify by 10:00 a.m. on Tuesday that all expected shipments have arrived at your booth; if not, contact support immediately for assistance.
- In case of mislabeling or incorrect shipping to the event center, be prepared for potential partial deliveries and plan for contingencies.
11. 🔧 Booth Management Tips & Tools
11.1. Shipping Instructions
11.2. Booth Management Tips
12. 🚗 Transportation & Parking Logistics
- Use rubber bands to organize shirts and keep booth items tidy, ensuring a neat presentation.
- Avoid using Instacart or Door Dash on campus due to frequent delivery issues; opt to visit a nearby Target instead for reliability.
- Complete all activation requirements such as Certificate of Insurance (COI) and permits to avoid last-minute complications.
- Register team members with provided registration codes to ensure smooth entry into the event.
- Staff more executives than initially planned, as the audience is expected to be high-level, requiring more experienced representation.
- Follow a business casual dress code to align with event standards and maintain professionalism.
13. 📋 Registration & Identification Essentials
- Teams unable to locate their registration link should email eventsinc.com immediately to retrieve it, ensuring smooth event participation.
- For AV equipment needs, teams must fill out the form on the sponsor portal and submit it promptly, even though the deadline has passed, to increase chances of approval.
- Standard booth power includes two power strips capable of supporting multiple devices; additional power should only be ordered for specific needs like powered games.
- Furniture orders through Freeman are past due, but teams can attempt to order through the sponsor portal with no guarantee of approval, emphasizing the importance of timely submissions.
14. 🕒 Event Agenda: Key Sessions & Schedule
- Bring dedicated iPads for lead scanning to avoid issues if phones die, or use portable batteries for backup.
- TVs and monitors with HDMI hookups are included; no need to order separately, but they don't support USB or Fire Stick connections. Bring a laptop to connect via HDMI.
- Order additional power supplies as soon as possible to prevent limitations on-site; basic AV power is included with booths.
- Silver booths can only accommodate one monitor on the back wall; plan your display setup accordingly to maintain an inviting atmosphere.
- Avoid over-ordering equipment like power and monitors due to space limitations; keep the booth clean and inviting.
- Consider booth layout to maximize space and ensure it is welcoming to customers and prospects.
15. 🚗 Parking, Shuttle Services & Accessibility
15.1. Parking & Shuttle Services
15.2. Registration & Check-In
15.3. Accessibility & ID Requirements
16. 🧠 Networking Opportunities & Brain Dates
- Attendees should be 'SAS ready' by 12:55 PM on Tuesday, with the event opening at 1 PM.
- Utilize the attendee portal for parking requests and session selections.
- Submit a parking request for all three days at once to streamline the process.
- The Hampton Inn, offering shuttle service, is sold out. Consider the DoubleTree for accommodations, accessible without a shuttle.
- Given potential surge pricing, consider renting a car instead of relying on rideshares.
- Peak event times include Tuesday from 1 PM to 7 PM and Wednesday morning, the busiest day.
- Wednesday offers additional networking through events like happy hour and poker night.
- Thursday morning starts slower but gains momentum by 10 AM with workshops until 6 PM closure.
- Register at the Hampton Inn or Sanonteo County Event Center, with an express lane for pre-registered attendees.
17. 🍻 Social Events: Happy Hour & Mixers
- Founders and CEOs can join a mixer on Tuesday, with specialized sessions for CFOs and a CEO/VP of Finance mixer, enhancing networking opportunities among executives.
- Key sessions include a talk from the Head of CDS at OpenAI and a panel by Tamas, providing valuable insights into current AI trends and innovations.
- Lunch for sponsors and attendees is set from 11:30 to 1:30 on both Wednesday and Thursday, facilitating informal networking.
- Poker Night offers a general session and a VIP high rollers version, requiring an application, catering to diverse attendee interests.
- Thursday's agenda includes critical AI sessions and the AI demo competition finale with Mayfield, alongside a CMO mixer and a closing AMA by Jason, ensuring a comprehensive wrap-up of the event.
- The sponsor hall is notably vibrant on the first day, presenting a prime chance for engagement with potential partners and clients.
- Networking strategies are emphasized, with a dedicated session on the SAS YouTube channel guiding sponsors on maximizing these opportunities.
18. 📞 Support Channels & Final Preparations
- Brain dates are embedded in the 'Who do you want to meet' section on the attendee portal, accessible via desktop or mobile apps, providing easy navigation and scheduling for participants.
- Brain date topics undergo a submission review process; rejections typically occur when topics are too product-focused, ensuring the content remains valuable and broadly applicable.
- A 10-minute delay may occur between the approval of a brain date topic and its appearance, which is a crucial timeframe to consider when planning engagements.
- Happy Hour events are hosted mainly in Hangar West, with clear signage to assist attendee navigation, emphasizing the importance of strategic event placement and guidance.
19. 👋 Wrapping Up: Last-Minute Tips & Farewell
- Email eventsinc.com for any questions, expect a response within 24 hours despite high volume.
- This is the 11th SAS annual event; high level of professionalism and excitement expected.
- Load-in begins on Monday; everything is on schedule.
- Sponsors can bring customers or prospects using customer passes; criteria include working at a SAS company, director level or above.
- Customer passes are issued weekly; check Google sheet for ticketing status.
- Sponsors typically get 3-5 customer passes, depending on sponsor level.
- Opportunity to invite VIPs from larger companies, VP level and up.