Guided Pilot Program
Pilot SponsorHQ on One Sponsor-Heavy Event
A guided pilot for event teams that want to replace sponsor spreadsheet chaos with a clearer workflow for deliverables, booth readiness, vendor handoff, proof, and renewals.
Built for event teams managing sponsor and exhibitor programs where deadlines, assets, approvals, booth details, vendor needs, and post-event reporting are still scattered across email and spreadsheets.
Who this pilot is for
The best pilot fit is a real upcoming event where sponsor onboarding, deliverable collection, readiness tracking, or post-event reporting is becoming difficult to manage manually.
Association Conferences
Association conferences with 25–75 sponsors and exhibitors managing deliverables, booths, and member-sponsor benefits.
Event Agencies
Agencies managing sponsor-heavy client programs that need a repeatable, professional sponsor operations workflow.
Corporate & Partner Events
Corporate user conferences and partner summits coordinating sponsored sessions, briefings, and partner commitments.
B2B Expos
B2B expos with exhibitor deliverables, booth services, lead retrieval status, and vendor dependencies to coordinate.
Your sponsors may look complete on paper and still not be show-ready.
A sponsor can submit a logo, company description, and ad file but still be unprepared onsite. The onsite lead may be missing. Booth staff may not be registered. Power or internet may not be confirmed. Vendor-routed items may still be buried in email. And after the event, proof of what was fulfilled may be hard to assemble.
Before SponsorHQ
- Sponsor assets scattered across inboxes
- Deadlines tracked manually
- Approval status unclear
- Booth readiness buried in notes
- Vendor needs handled separately
- Renewal reports rebuilt from scratch
After SponsorHQ
- Sponsor status visible in one place
- Deliverables tracked and approved
- Booth and onsite readiness clearer
- Vendor handoff organized
- Proof captured for reporting
- Renewal conversations backed by evidence
What the guided pilot includes
The pilot is focused on the sponsor operations workflow. SponsorHQ does not replace your registration system, decorator portal, lead retrieval provider, CRM, or event platform.
The pilot is designed to create proof, not just feedback.
These metrics help your team understand where the sponsor workflow is breaking down and whether SponsorHQ creates enough operational value to expand beyond the first event.
The pilot workflow
Readiness Audit
We review your current sponsor workflow, spreadsheet, sponsor levels, deliverables, vendor needs, and reporting process.
Pilot Scope
We define the event, sponsor count, included workflows, readiness milestones, and success metrics.
Guided Setup
SponsorHQ is configured around your real sponsor/exhibitor program, not generic demo data.
Live Event Workflow
Your team uses SponsorHQ to track deliverables, approvals, readiness, vendor handoff, and proof.
Results Review
We review what improved, what still needs work, and whether SponsorHQ should become part of your repeatable sponsor operations process.
Is this the right time to pilot?
Best fit
- 25–75 sponsors/exhibitors
- Real event in the next 90–180 days
- Sponsor workflow currently lives in spreadsheets/email
- Clear owner for sponsorship or exhibitor operations
- Team wants guided setup and practical workflow improvement
- Willing to provide feedback and pilot metrics
Not the right fit yet
- Looking for full registration software
- Need native Cvent, Freeman, Salesforce, or lead retrieval integration before pilot
- Need SponsorHQ to replace your floorplan, CRM, or payment system
- No upcoming sponsor-heavy event
- Only managing a very small sponsor program with little operational pain
Why pilot SponsorHQ before your next sponsor-heavy event?
Explore more before you apply
Ready to see if your sponsors are actually show-ready?
Start with a Sponsor Readiness Audit or apply for a guided one-event pilot. We will review your current workflow and determine whether SponsorHQ is a fit for your next sponsor-heavy event.
Frequently asked questions
What kind of event is best for the SponsorHQ pilot?
The best fit is a real upcoming sponsor-heavy event in the next 90–180 days with roughly 25–75 sponsors or exhibitors, where deliverables, readiness, and reporting currently live in spreadsheets and email.
Is this replacing our event platform?
No. SponsorHQ is a sponsor operations layer, not a full event platform. It does not replace your registration system, decorator portal, lead retrieval provider, CRM, or payment software—it organizes the sponsor workflow around them.
Do sponsors need to create accounts?
Sponsors work from a private sponsor action page to submit deliverables and confirm readiness. The pilot is designed to be low-friction for both your team and your sponsors.
Can SponsorHQ work without integrations?
Yes. The pilot starts from your existing spreadsheets, sponsor lists, deliverables, sponsor levels, booth details, and current workflow documents—no integrations are required to begin.
What happens after the pilot?
We review the results together—what improved, what still needs work, and the pilot metrics—and decide whether SponsorHQ should become part of your repeatable sponsor operations process across future events.
Is this for sponsors, exhibitors, or both?
Both. SponsorHQ supports sponsor and exhibitor programs, including tiered benefits, booth readiness, deliverables, and vendor handoff.
What does SponsorHQ need from us to start?
A point of contact for sponsor operations and your current materials: sponsor or exhibitor list, deliverables, sponsor levels, booth details, and any existing workflow documents. We handle the guided setup from there.