For conferences and summits
Sell out your conference sponsorships
Conference sponsorship is a pipeline of dozens of vendors, each weighing a different package against their event budget. Sponsor Trove tracks every one, shows you who's reading your prospectus, and tells you who to follow up with today.
What conference sponsors buy
Most conferences sell a few tiers plus add-ons. Each one needs a contact, a decision and a logo by the print deadline.
Tiered packages
Title, platinum, gold and silver tiers that bundle a booth, passes, logo placement and session time.
Keynote and breakout sessions
Speaking slots, usually reserved for top tiers or sold on their own, and the most negotiated item.
Expo booths
Booth space by size and location, often the entry point for first-time sponsors.
Happy hours, meals and receptions
The evening reception, lunch or coffee bar, with signage and a moment on stage.
Branded items
Lanyards, badges, Wi-Fi, the event app and charging stations: small and visible all day.
Lead and content add-ons
Sponsored sessions, attendee lists where consented, newsletter mentions and post-event content.
Who sponsors conferences
Conference sponsors are companies that sell to your attendees. Depending on your audience, that might be:
- Software vendors and SaaS companies
- Agencies, consultancies and service firms
- Data, analytics and infrastructure providers
- Recruiters and staffing firms
- Investors and banks, at startup and finance events
- Partners and integrations of the host company, at user conferences
The conference sponsorship calendar
Sponsors plan around their own fiscal year, so the timing of your ask matters as much as the packages.
- 9–12 months out: Set packages and your goal, publish the prospectus, and offer last year's sponsors first right of renewal.
- 6–9 months out: Main outreach, timed with sponsors' budget planning. Expect calls, custom packages and procurement.
- 2–3 months out: Logo, booth and session deadlines for the program and signage. Close the remaining booths.
- After the event: Send sponsors their results and recap, and open next year's renewal conversation while it's fresh.
How Sponsor Trove helps
See which vendors are reading your prospectus
Share your prospectus as a link. Every person who opens it becomes a deal, matched to their company, and you can see who came back three times this week.
- Who opened it, and when they came back
- Each reader becomes a deal automatically
- One link per prospect, or one for everyone
Prospects can ask your prospectus
"Is the keynote included in Platinum?" Prospects get an instant answer from your document while they read, and every question lands on the deal so you know what to cover on the call.
- Answers come only from your prospectus
- Unanswered questions are flagged for you
- Spot what your prospectus is missing
Every package, one pipeline
Track each sponsor by package and amount from first conversation to signed, and watch your event goal fill up as booths and sessions close.
- Stages you define, from contacted to won
- Package, amount and owner on every deal
- A goal for each conference
Sponsor emails, on the deal
Connect Gmail and every email with a sponsor's team lands on their deal, including the procurement contact who joined the thread last week.
- Read-only, and only emails with your sponsors
- Everyone at the sponsor's company is matched
- See who's waiting on a reply
Questions
What should a conference sponsorship prospectus include?
Who attends (roles, seniority, industries), what each tier includes, prices, key deadlines and how to say yes. Sponsors are buying access to your audience, so lead with it. Our guide on what to include in a prospectus covers it in detail.
How far ahead should we sell conference sponsorships?
Start nine to twelve months out with renewals, and plan your main outreach for when sponsors set their budgets. Many sponsors decide in the last few months, so keep following up.
How do we know which sponsors are actually interested?
Share your prospectus as a Sponsor Trove link instead of a PDF attachment. You'll see who opened it, how often they came back and what they asked, and the AI summary on each deal suggests what to do next.
We run several events a year. Can we track them separately?
Yes. Each event has its own deals and goal, and you can view the pipeline for one event or all of them.
Related guides: What to include in a prospectus · Sponsorship prospectus tracking