Make Every Sponsor Show-Ready.
Track sponsor deliverables, booth details, benefits, approvals, vendor handoff, fulfillment proof, and renewal reporting in one clear command center.
Not ready to commit? Start with a free readiness audit or view pilot pricing.
Built for association, conference, agency, and corporate event teams managing sponsor or exhibitor programs through spreadsheets, email, shared folders, and disconnected portals.
Sponsor management should not live in spreadsheets.
Event teams struggle with fragmented tools that create gaps in sponsor operations.
Sponsor assets are scattered across email and folders
Logos, copy, booth specs, and approvals live in dozens of email threads and shared drives.
Deliverables are late, incomplete, or unclear
Without clear deadlines and ownership, critical assets arrive late or not at all.
Booth and onsite details get lost before show day
Setup requirements, staffing info, and vendor handoffs fall through the cracks.
Post-event proof is hard to collect at renewal time
When renewal conversations start, teams scramble to find fulfillment evidence.
Not sure where your sponsor workflow is breaking down?
Start with a Sponsor Readiness Audit. We review how your team currently manages sponsor deliverables, booth readiness, vendor handoff, onsite ownership, and post-event proof — then identify where your process is creating risk before show day.
Sponsor deliverables
How logos, copy, approvals, and contracted benefits are tracked from sold to delivered.
Booth and onsite readiness
Whether booth specs, setup requirements, and onsite ownership are clear before show day.
Vendor handoff
How sponsor needs reach the internal teams and external vendors who actually act on them.
Fulfillment proof and renewal reporting
Whether post-event evidence is captured and ready when renewal conversations begin.
One command center from first deliverable to final renewal report.
SponsorHQ brings sponsor operations together so nothing falls through the cracks.
Deliverable Tracking
See every sponsor asset, deadline, and approval status in one place.
Booth Readiness
Track booth specs, setup requirements, and onsite staff details.
Vendor Handoff
Connect sponsor needs to internal teams and external vendors who must act.
Fulfillment Proof
Capture photos, screenshots, and evidence of delivered benefits.
Renewal Reporting
Generate post-event reports that support stronger renewal conversations.
From scattered sponsor details to show-ready execution.
A clear workflow that takes sponsors from contract to renewal.
Create sponsor records
Import or add sponsors with their contracted benefits and deliverables.
Assign deliverables and benefits
Define what each sponsor owes and what was promised to them.
Collect assets through the sponsor portal
Sponsors submit logos, copy, and details directly to their record.
Track readiness and vendor handoff
Monitor status, approve items, and route tasks to responsible teams.
Capture proof and prepare renewal reports
Document fulfillment evidence and generate post-event reports.
See sponsor readiness at a glance.
A clear command center that shows what each sponsor owes, what is missing, and who owns it.
Built for sponsor-heavy conferences, associations, and agency-run events.
SponsorHQ is designed for teams managing 25–100 sponsors, exhibitors, or partners through spreadsheets, email, shared folders, and disconnected portals.
Association Conferences
Track exhibitor deliverables, booth assignments, and member sponsor benefits.
Learn moreCorporate User Conferences
Manage partner sponsors, session integrations, and executive briefing logistics.
Learn moreB2B Expos
Coordinate exhibitor assets, floor plan assignments, and lead retrieval setup.
Learn morePartner Summits
Organize partner tiers, co-marketing deliverables, and executive participation.
Learn moreEvent Agencies
Standardize sponsor operations across multiple client events and programs.
Learn moreNot another project board. Not a full event platform.
SponsorHQ is purpose-built for sponsor and exhibitor operations. It helps event teams see what each sponsor owes, what was promised, what is missing, who owns it, whether the sponsor is show-ready, and what proof supports renewal.
| Capability | SponsorHQ | Spreadsheets | Generic PM | Full Event Platform |
|---|---|---|---|---|
| Sponsor deliverable tracking | ||||
| Booth readiness workflow | ||||
| Vendor handoff management | ||||
| Fulfillment proof capture | ||||
| Renewal-ready reporting | ||||
| Purpose-built for sponsors |
Start with an audit, then pilot the workflow.
The readiness audit helps identify whether SponsorHQ is a fit for your next sponsor-heavy event. If the workflow pain is clear, the next step is a guided one-event pilot.
Pilot pricing with guided first-event support.
Your first event with SponsorHQ should feel supported, not self-serve. Pilot customers receive guided setup, readiness check-ins, and a post-pilot results review so your team can validate the workflow with confidence.
Up to 10 sponsors/exhibitors
Best for small sponsor programs and simple events
- Core sponsor records
- Deliverable tracking
- Sponsor portal
- Basic readiness view
- Guided first-event setup
Up to 40 sponsors/exhibitors
Best for association conferences, corporate events, and sponsor-heavy programs
- Everything in Starter
- Readiness check-ins
- Reminder templates
- Booth and onsite contact tracking
- Basic handoff/reporting support
Up to 100 sponsors/exhibitors
Best for larger conferences, expos, and multi-team workflows
- Everything in Pro
- Expanded sponsor/exhibitor capacity
- Vendor handoff support
- Readiness review before event week
- Post-pilot results review
Up to 250 sponsors/exhibitors
Best for large sponsor/exhibitor programs with more complex handoff needs
- Everything in Growth
- Larger sponsor/exhibitor capacity
- Multi-team workflow support
- Enhanced handoff/reporting support
- Custom pilot review call
Custom pricing available for multi-event programs and agency partners.
Pilot access is reviewed manually so we can make sure SponsorHQ is a good fit for your event workflow and timeline.
What pilot customers receive
Pilot Kickoff & Workflow Mapping
We help map your sponsor levels, deadlines, deliverables, booth needs, and readiness workflow before setup begins.
Guided Event Setup
We help configure your first event using your sponsor list, deliverable requirements, contacts, and existing spreadsheet or prospectus.
Sponsor Portal Configuration
We help shape the sponsor-facing action page so sponsors know what is due, where to submit it, and what still needs attention.
Reminder & Communication Templates
We provide simple launch, reminder, and revision message templates your team can use with sponsors and exhibitors.
Readiness Check-Ins
We review missing items, upcoming deadlines, at-risk sponsors, and show-ready progress with your team during the pilot.
Post-Pilot Results Review
We help summarize what was tracked, what improved, what remained manual, and what should be refined before the next event.
Pilot support is designed to help your team validate SponsorHQ on a real event. It does not replace your event staff, vendors, registration platform, lead retrieval provider, or decorator systems.
Ready to bring clarity to your sponsor operations?
Join the pilot program and see how SponsorHQ can transform deliverables, booth readiness, vendor handoff, fulfillment proof, and renewal reporting for your next event.
Request Pilot Access
Join the SponsorHQ pilot program and bring clarity to your sponsor operations.