You sell the sponsorships. We build the entire floor.
Your partners buy booth packages — and someone has to deliver forty of them in a hotel ballroom by Tuesday morning. One vendor designs the tiers, builds every booth, coordinates every sponsor, and hands you a finished expo floor.
This is the whole service in one picture. Five stages, one vendor, nothing on your team’s plate. Click through — or just watch.
The room. A hotel ballroom, a freight elevator, and a contract that releases the space to us the night before your conference.
A user conference isn’t a trade show. There’s no general services contractor running the floor, no exhibitor kit, and usually no loading dock — there’s a ballroom, a freight elevator, and a tight move-in window. Meanwhile, partner marketing has sold the sponsorships, and every Gold, Silver, and Bronze partner now expects the booth the prospectus promised.
The usual fallback — letting each sponsor bring their own pop-up — produces a floor that looks like a garage sale. We run the whole thing as one program instead: one floor plan, one design language, one artwork deadline, one crew, and one invoice at fixed pricing you can build your prospectus on before a single package sells.
Call them Bronze through Platinum or whatever your prospectus uses — each tier up buys more space, more presence, and more hardware. Every tier ships turnkey. These renders are the framework; yours get drawn for your event.
A branded backwall and counter in a compact footprint. Built for high sponsor counts in tight ballrooms — every partner gets a real presence, not a tabletop sign.
Full-height printed backwall, branded counter, and a mounted demo monitor. The workhorse tier — most of your floor will be Inlines.
Backlit graphics, a dedicated demo station, lockable storage, and room for a standing meeting. This is the tier partners upgrade to once they’ve seen the renders.
Semi-custom spaces for headline sponsors — video walls, seating lounges, hanging signage. Designed individually, priced fixed, and positioned where the foot traffic is.
You get 3D renders and a spec sheet per tier to drop straight into your sponsorship prospectus — and fixed per-booth pricing, so your margin math is done before the first partner signs. Then every package ships with:
Backwall, counter, and lighting — engineered systems that install fast and read as one coherent floor, not forty separate decisions.
Large-format graphics produced in-house from each sponsor’s approved artwork. Every panel proofed before it prints.
Artwork specs, deadlines, proofs, and follow-up handled per sponsor. You get a status sheet, not a support queue.
Freight to the venue, storage before move-in, and empty-crate handling during the show. Nothing for your team to schedule.
One crew builds the entire floor and strikes it after close. Overnight installs are normal for hotel ballroom programs.
A project lead stays on the floor through show days — graphics touch-ups, monitor swaps, and sponsor requests handled quietly.
A sponsor booth program runs on deadlines most organizers discover too late. Here’s the honest schedule for a typical 30–60 booth program.
Room diagram in, floor plan and package renders out. Your sales team sells against real visuals from here forward.
Final booth count and tier assignments confirmed. Late additions are usually possible — late artwork is the real enemy.
Every sponsor’s files in, proofed, and approved. We chase this deadline sponsor by sponsor so you don’t have to.
Crew moves in the moment the venue releases the room. Forty booths standing, lit, and vacuumed before your registration desk opens.
The floor comes down the same evening the conference ends. Hotels bill by the hour after your contracted window — we don’t give them the chance.
The sponsor floor is half the job. The other half carries your logo: the registration desk attendees hit first, the main-stage backdrop behind your keynote, the product demo hub where your own teams hold court, and the wayfinding that ties a hotel’s neutral hallways to your brand. One team designs both halves, so the whole conference reads as a single designed space.
Your partners win too. They send a logo and artwork; they walk into a finished, lit, branded space with their demo running. And because every booth is professionally built, a Bronze sponsor doesn’t look like an afterthought next to a Gold — the tiers read as sizes, not classes. That’s what keeps entry-tier partners renewing and upgrading instead of quietly dropping out.
Programs from 10 to 100+ booths. The constraint is almost never our capacity — it’s your room. Send the venue diagram and we’ll tell you honestly how many booths fit before attendee flow starts to suffer.
Your choice. Most organizers take one consolidated invoice and price the packages into their sponsorship tiers, keeping the margin. If you’d rather each sponsor is billed directly for their booth, we can run it that way too — you still control the tier structure and floor plan.
Send artwork to a spec sheet and approve a proof. That’s the whole job. We handle specs, deadlines, file checks, proofing, and reminders directly with each sponsor’s marketing contact, and you get a running status sheet so you always know who’s in and who’s late.
It changes everything about execution and nothing about what you see. Hotel programs mean freight elevators, tight move-in windows, carpet protection, and fire-marshal aisle rules — all of which our floor plans and install schedules are built around. In convention centers, we handle the show-floor bureaucracy (union labor, material handling) as part of the program instead.
Most ballroom programs install overnight — the venue releases the room in the evening and the floor is finished before morning registration. Larger programs run within a 48-hour window. Strike is same-night after your closing session, because hotels charge for every extra hour in the room.
The four tiers on this page are a starting framework. We routinely resize footprints to the room, rename tiers to match your prospectus, add options like backlit walls or demo pods to specific tiers, and design fully custom Anchor spaces for headline partners. What stays fixed is the price per package once it’s quoted.
Yes — and it’s worth doing under the same roof. Registration desks, main-stage backdrops, host-brand demo hubs, lounges, and wayfinding are designed alongside the sponsor floor so the whole event shares one design language and one install crew.
Pricing is fixed per package and depends on tier sizes, booth count, and city — so a real quote takes a floor plan conversation, not a rate card. What we can promise up front: the quoted number is the final number. No labor surprises, no handling surcharges, no post-show reconciliation invoice.
Nationwide. We deliver sponsor booth programs in 50+ cities across the US at the same fixed pricing model, whether your user conference is in a Chicago hotel, an Orlando resort, or a San Francisco convention center.
Eight weeks before doors open is comfortable for a typical program; more is better if you want tier renders in your prospectus while sponsorships are still on sale. Shorter timelines are often workable — ask before assuming it’s too late.
Share your venue diagram, sponsor count, and dates. You’ll get a floor plan concept, tier recommendations, and a fixed quote — everything you need to finish your sponsorship prospectus.
Or call us directly — (800) 379-8451