Global Conference: Sponsors & Exhibitors Responsibilities

  • Provide input into the Sponsor and Exhibitor prospectus for board approval. Note: Consistencies across all conferences are necessary in order 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. Note: 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 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. 
  • Work to meet budget expectations for sponsor and exhibitor revenue.
  • Solicit for exhibitors and sponsors from the following areas:
    • Current and former affiliate, employer and school MBA CSEA members (focusing on previous sponsors and exhibitors)
    • Vendor outreach list of prospective vendors and previous conference supporters (obtain this list from the Executive Director)
    • Work with the Marketing Subcommittee to coordinate outreach to local employers
    • Employers who are registered for the conference
  • Once sponsors and exhibitors register for the conference, maintain contact with them to make sure information is distributed and their 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.)
  • 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 conference program for accuracy prior to printing, paying attention to the accuracy of sponsors and exhibitor names, sponsorship levels and company descriptions
  • Work with the Executive Director and Marketing Subcommittee to coordinate promotional emails about sponsors and exhibitors that are sent to conference attendees. Collect the necessary information from the sponsors and exhibitors.
  • Prepare a guide for sponsors and exhibitors. Send the guided to the Executive Director for review/approval before distribution. Last year's guide 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).
    • Exhibitor registration times and location
    • A reminder of 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.
  • Communicate with the Marketing committee about the printing needs for the Exhibitors/Sponsors Subcommittee (utilizing the list from the previous year as an example), including:
    • Signs and table tents to recognize each sponsor at their sponsored event
    • Signs thanking all sponsors to display throughout the event
    • Signs for the exhibit hall that recognize all exhibitors
  • 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.

Sponsors:
  • 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.

Exhibitors:
  • Solicit for door prizes to be used in the drawing in the Exhibitor Room. Secure tickets to be used for door prize drawing.
  • Manage the Exhibitor Speed Networking session during one of the breaks, if used. Make sure exhibitors understand the logistics in advance.
  • Review the draft Exhibit Hall layout once the draft is created by the ED and Connections.