European Conference: Sponsors & Exhibitors Responsibilities

  • Provide input into the Sponsor and Exhibitor menu for board approval.
    • Consistencies across all conferences are necessary in order to manage expectations and provide the best experience for sponsors, exhibitors, staff and committee members. The ED and board liaisons from each conference create the Sponsor & Exhibitor Menu each year for board approval, based on feedback from sponsors, exhibitors and the committee. See an outline of how the prospectus is created here. 
    • The sponsorship levels do not equate to the event/item the companies are sponsoring. The sponsorship packages provide the sponsor with the right to place their name on the event as sponsor, but the company is not paying the actual cost of the event. When publicizing events, they should be recognized as "sponsored by XYZ" without implying that the company is funding the entire event.
    • The only sponsorship packages that can be sold are those that are approved and part of the prospectus. Additional sponsorship opportunities cannot be added once the prospectus is approved. This allows us to maintain consistency, transparency and equitable promotion of all opportunities. 
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  • Work to meet budget expectations. 
  • Review and test registration web site.
  • Solicit for sponsors and exhibitors from the following areas (see the S&E outreach process for specifics)
    • Current and former affiliate, employer and school MBA CSEA members.
    • Vendor outreach list of prospective vendors/affiliate members (obtain this list from the Executive Director).
    • Local employers in the region (note: work with Marketing Committee to align outreach to employers with the communications plan)
  • Obtain approval from the Executive Director for any special requests made by sponsors or exhibitors, particularly if the requests are outside of the approved prospectus, are out of the ordinary, or do not align with the Conference Policies.
  • Work with all other committees and the Executive Director as appropriate to ensure sponsors are properly recognized before, during and after the event. Review each item in the sponsor and exhibitor prospectus to make sure obligations are met.
  • Maintain contact with registered vendors and sponsors prior to the conference to make sure information is distributed and needs are met. Note: The Administrative Assistant will reach out to registered sponsors and exhibitors to collect outstanding items needed for the printed program or otherwise (logos, company descriptions, etc.)
  • Review conference brochure for accuracy prior to printing, paying attention to the accuracy of sponsors names, sponsorship levels and other information provided.
  • Reach out to companies that receive a targeted email as part of their package and request the content for the email. The content must be in jpg format, or HTML (they must copy and paste the code directly). Send the content to Megan for distribution.
  • Obtain items from sponsors and exhibitors to be placed in conference registration bags, if used, such as promotional material and giveaways. Maintain a list of items that will be stuffed in registration bags, including shipping/tracking information, and provide it to the team who will be stuffing bags.
  • Develop incentives to increase traffic into exhibitor area, such as door prize drawings.
  • Prepare a Sponsors & Exhibitors Guide and last minute reminder email for sponsors and exhibitors that includes the following. Send the guide to the Executive Director for review prior to distribution. Last year's guide can be used as a template (obtain the logistics 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 guide should include:
    • A copy of the signed contract, with on-site information highlighted (obtain the contracts from the Executive Director)
    • Exhibitor registration times and location of the Exhibit Hall
    • 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.