Global Conference: Sponsors & Exhibitors Responsibilities

  • Provide input into the Sponsor and Exhibitor prospectus before board approval (if needed and feasible based on timing). General notes about the prospectus:
    • Consistencies across all conferences are necessary to manage expectations and provide the best experience for sponsors, exhibitors and committee members. The 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 the Prospectus Development process SOP for a full description of how the prospectus is created.
    • The sponsorship levels do not equate to the actual cost of 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 they are 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 packages cannot be added once the prospectus is approved, and prices cannot be negotiated. 
  • Solicit for exhibitors and sponsors utilizing the master Sponsor & Exhibitor outreach list, which includes companies that have supported previous conferences as well as those who have expressed interest but haven't attended yet. Additional companies can be added to the list if their target audience is MBA/Masters career services and employers. 
    • The committee conducts outreach through individual emails and phone calls, utilizing templates that are available within the MBA CSEA shared file system. All bulk emails sent to the entire list must be sent by the Executive Director because of SPAM laws. 
  • Obtain approval from the Executive Director for any special requests made by sponsors or exhibitors, particularly if the requests are outside of the approved sponsor and exhibitor menu, are out of the ordinary or do not align with the Conference Policies.
  • Communicate with the Executive Director to obtain historical information regarding vendor participation and expectations.
  • Review the Sponsor & Exhibitor Guide that is distributed to companies after they register. 
  • Provide input into specific issues or unique questions that arise as needed. 
  • Work with all other committees and the Executive Director as appropriate to ensure sponsors are properly recognized before, during and after the event. Serve as an additional set of eyes to make sure sponsors receive everything that is promised to them as per the sponsor and exhibitor menu, working with other committees as needed.
  • Put together a plan for the Exhibitor Door Prize drawing and Speed Networking (if used) at the event. 
  • Review the Exhibit Hall layout once the draft is created by the ED and Connections.