Sponsoring and exhibitions

The acquisition of sponsors is an important process that can give a conference financial stability. This process should start early on. We support our clients in the process of securing creative sponsorship packages that are compliant to required conference sponsorship regulations. Sponsoring and exhibition activities will be developed in close cooperation with you.

Sponsoring and exhibitions

Congress by design specialises in strategic sponsorship acquisition and exhibition management tailored to your objectives. Sponsorship not only offers financial support but also enhances the content relevance of scientific congresses. Below, we outline the key benefits of sponsorship and our approach.

One of the most evident benefits of sponsorship is financial stability. Conferences involve substantial costs, from venue hire to catering and marketing. Sponsors help cover these expenses, making it more feasible to organise the event. Sponsorship reduces financial pressure and enables greater investment in the quality and impact of the congress.

Sponsoring companies can also contribute significantly to the content relevance of your conference. Many sponsors are experts in their field and bring valuable insights, knowledge, and resources. This may take the form of workshops, industry sessions, or demonstrations of relevant tools and products. A tech company sponsoring a medical innovation conference, for example, could host a lunch symposium showcasing the latest technological trends. This not only enriches the programme but also ensures participants gain practical, applicable knowledge for their field of work.

Sponsorship also enhances networking opportunities for both sponsors and participants. Sponsors are given the opportunity to showcase their products and services to a relevant audience, while attendees can connect with leading companies and experts. At a congress, sponsors may present in a dedicated exhibition area, providing delegates the chance to engage directly with company representatives—leading to future collaborations, business opportunities or new research questions. At the IUPAC congress, for instance, one sponsor created a networking hub for people to meet and exchange creative ideas.

Sponsors benefit from increased visibility by associating their brand with the conference. This can result in greater brand awareness and a positive image, especially when the event is closely aligned with their target audience. A sponsor might place their logo on all conference materials, such as brochures, banners and the website. This ensures continuous exposure to participants, enhancing brand recognition.

Finally, sponsorship provides an opportunity to build long-term relationships between the conference organisers and sponsors. A successful collaboration can lead to lasting partnerships, with both parties benefiting from each other's networks and expertise. If a sponsor has a positive experience, they are more likely to return in future years. This creates a stable source of funding and can lead to even stronger conferences in the future—contributing further to scientific progress.

An interview with Jort Leget

Good sponsorship is all about relevance

At Congress by design, effective sponsorship management begins with advisory, exploring sponsor needs, and conducting a site visit to the congress venue. Aligning sponsors, their products and services, and ensuring everything and everyone arrives safely and on time is a significant logistical undertaking. We have mastered both the logistical and content-driven aspects of sponsorship, offering this as an integrated service within conference organisation. We work closely with an extensive network of international partners and suppliers. Want to learn more about our approach?

Read the full interview with Jort

Tailor-Made sponsorship packages
For every conference, we develop a brochure outlining opportunities and bespoke sponsorship packages. These range from bare exhibition space to fully furnished stands of 6, 9, 12 or 18 m². Additional options include industry sessions, dinner tickets, social media content creation or contributing to the congress’s social programme—such as becoming the main sponsor of a charity run.

The Importance of Compliance in Medical Conferences
For medical congresses, we provide guidance on maintaining compliance in sponsorship activities. This means all collaborations adhere to applicable legislation and ethical standards within healthcare. Compliance safeguards the integrity of your event and protects the interests of patients and healthcare professionals.

Sponsorship and sustainability

For conferences held across multiple locations and countries, it’s smart to consider reusability. This might mean opting for sustainable stand designs that can be reused or recycled. For ESVS in Krakow, for instance, we chose stand banners that were later repurposed to support tree planting. We therefore consider the ecological footprint of sponsorship and take responsibility for adding value throughout the entire process.

In short...

Sponsoring association congresses provides numerous benefits, from financial stability to enhanced content. By collaborating with sponsors, you not only increase the value of your event, but also create valuable networking opportunities and wider reach. It’s a win-win-win for organisers, sponsors, and participants. With our broad network of trusted partners and suppliers, we are pleased to support the strategic sponsorship of your congress.