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Global Conference: Sponsors

The Sponsors & Exhibitors Subcommittee has a key role in the financial support of the conference. Committee members should be comfortable playing customer service roles and making “sales calls” as needed.

  • Solicit for sponsors from the vendor outreach list of prospective vendors and previous conference supporters. Track notes from outreach in the list, and contact the Executive Director with any questions. Work with the Executive Director to develop the first right of refusal list based on previous contribution level. When offering the first right of refusal, it's best to provide each company with a deadline by which to respond in order to secure their package.  If another company (not part of the first right of refusal) reaches out to the committee before this time period has passed, let them know that we will have more information about opportunities available after a certain date.
    • Note: the only packages that can be sold are the ones that included in the sponsor menu. Substitutions or alterations cannot be made.
  • The sponsor and exhibitor committee members will be provided with access ot the shared master outreach list in Smartsheet. The committee chair will divide up the companies among committee members. The committee folder in OneDrive contains templates can assist with this outreach. For the 2022 conference, the outreach is divided into two lists basd on prior sponsor involvement. The committee should be conducting individual outreach by company only. Any emails sent to the entire list in bulk need to be sent by the Executive Director through the organizations’ communication system, to comply with privacy and SPAM laws. Each outreach is tracked in the master list, so that all committee members can see the progress being made. A separate sheet within the same workspace in Smartsheet will be used to keep track of the companies that have confirmed and registered. The Executive Assistant will track their registration and other details. 
  • Communicate with the Executive Director to obtain historical information regarding vendor participation and expectations. Bring all questions that can't be easily answered to the Executive Director.
  • Help companies understand the Sponsor Menu and options available. Talking points include:
    • While we know this year's event won't look like our pre-pandemic events, we are affording sponsors as many opportunities as possible to connect with attendees.
    • New/revised opportunities this year include: a Modified Exhibit Hall, time to speak on the mic during their sponsored event (depending on the package purchased), and speed networking events.
    • Because of the modifications to the sponsor menu, the package costs were significantly reduced.
    • The Modified Exhibit Hall will most likely take place during breakfast. Each company will be assigned a day to have a table in the main ballroom. That same day, they will participate in the Speed Networking Event, which will involve conference attendees visiting sponsor tables in speed networking style.
  • Prepare a guide for sponsors and exhibitors. Send the guided to the Executive Director for review/approval before distribution. Previous guides can be used as a template (obtain the logistical details from the ED). The guide should be sent to all contacts who will be attending the conference from each company, as well as a primary contact if he/she will not be attending. The communication/guide should include the following:
    • A copy of the signed contract, with on-site information highlighted (contracts will be kept in OneDrive, once they are signed by each company).
    • Registration times and location
    • A reminder about shipping instructions
    • On-site contacts
    • Other pertinent details, such as an explanation of the door prize process
    • Notify sponsors about when their on-site speech will be given (if included in sponsorship package)
    • Ask for confirmation fo receipt of the email, and track who received it.
  • Manage the 5 and 10-year recognition program for sponsors and exhibitors. This program provides on-site recognition for the companies who have been sponsoring the Global Conference for a long time. Work with the Executive Director to determine which companies qualify. Reference the recognition plan for specifics. This may look different for 2022 based on space availability and health & safety precautions.
  • Work with all other committees and the Executive Director as appropriate to ensure sponsors are properly recognized before, during and after the event. Make sure sponsors receive everything that is promised to them as per the sponsor and exhibitor menu, working with other committees as needed.
  • Manage the Sponsor Speed Networking event during the conference.



 

 


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