Checklist for 2025 ASHRAE Winter Conference Sponsorship Deliverables
Thank you for sponsoring the 2025 ASHRAE Winter Conference. Our objective is to provide a valuable service to your company in reaching the most valuable audience of top leaders in the HVAC&R industry and build credibility as innovators in the industry. With your help, we wish to provide a valuable service to ASHRAE members and other industry professionals by providing the opportunity to learn and connect with both in-person and virtual experiences.
Your main point of contact for your 2025 Winter Conference sponsorship is Ragan McHan. Please send Ragan and/or other listed contacts the assets and information requested below. Ragan can also help you with any questions you may have related to your sponsorship.
Below is a check list of information and deadlines to help you receive full value from your sponsorship opportunity.
Base Sponsorship:
Dedicated Sponsor Page in ASHRAE 365 Conference App and Website
Provide all digital materials to ASHRAE for Dedicated Sponsor Page in conference app and website – any time before Dec. 19
In addition to your logo, ASHRAE can accept a combination of up to 5 items for your page. Send all items such as your official logo to be used on the site, up to 150 words of promotional copy, links to videos, PDFs, or other information you wish to be displayed on your page. Please also send contact information (name, email address, physical address, and website) as you wish it to be displayed.
Send all information to Heather West at hwest@ashrae.org. She will be your main contact for building your dedicated Sponsor Page in the ASHRAE conference app and website.
The sooner the materials are provided to ASHRAE by the sponsor, the longer the exposure on the website and app. Please allow 2 days upon submitting materials to construct your page in the app and website.
Complimentary Registration
Submit Registration Information for (1) Complimentary Attendee – any time before Dec. 19
Full conference registrants will have access to all in-person sessions and events as well access to technical session recordings and downloadable conference papers. Please complete the registration form and submit to Tracy Keller at tkeller@ashrae.org by deadline noted above.
Logo Recognition
Submit a high resolution, vector image of your logo and URL for redirecting clicks – As Soon As Possible
Your logo and URL will be added to the following locations as soon as it is received.
- promotional emails
- conference website
- ASHRAE home page
- conference app
- virtual conference platform
- onsite signage
Homepage Recognition
Submit a 300x250 banner that rotates on the ASHRAE home page– As Soon As Possible
Recognition on the ashrae.org home page which has 125,000 unique visits average per month. Send 300x250 banner to vjohnson@ashrae.org and abrafford@ashrae.org.
Rotating Banner in ASHRAE 365
Submit a 300x50 banner to rotate in the ASHRAE 365 app– As Soon As Possible
Send 300x50 banner to apps@ashrae.org.
Attendee Lists and Metrics
- ASHRAE will send Opt-In Attendance Lists – by Feb. 26
A list of all opted-in attendees’ mailing address included in your sponsor thank you packet from 2024-25 ASHRAE President, M. Dennis Knight
- ASHRAE will send Dedicated Sponsor Page Analytics – by Feb. 26
Includes pageviews of your dedicated sponsor page from the date of creation through the end date of the conference and number of PDF downloads where available.
Livestream Sponsor Add-On
- Submit logo– ASAP
Logo will be added to conference app for livestreamed sessions.
2. ASHRAE will send Opt-In Attendance Lists –
A list of opted-in virtual attendees who joined the livestreamed session will be sent to you following the conference.
Keynote Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, printed program and other conference materials.
2. Opportunity to provide branded merchandise on the chairs – by Dec. 19
If you wish to provide branded merchandise on the chairs of the plenary session, please plan for 1,000 attendees and reach out to your ASHRAE staff contact for shipping instructions to be shipped to arrive at ASHRAE HQ by Dec. 18.
3. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of Feb. 3
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
4. Reserved premier seating for sponsors – Week of Feb. 3
ASHRAE staff will contact you to make sure the appropriate number of seats are saved for your company’s representatives, seated next to ASHRAE leadership at the front of the plenary session. The Opening Plenary Session will take place at 3:15 p.m. ET at the Hilton Orlando on Saturday, February 8, 2025.
Welcome Party Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, branded napkins, and event tickets
2. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of Feb. 3
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
3. Specialty Drink – Week of Dec. 19
Sponsor has the option to create a specialty drink to be promoted and served at the Welcome Party bar. ASHRAE staff will contact you to coordinate ingredients and name of the drink.
4. Submit Names for (3) Complimentary Tickets – by Dec. 19
Please send the following information to Tracy Keller by Dec. 19.
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President’s Luncheon Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, event tickets and printed program.
2. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of Feb. 3
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
3. Reserved premier seating for sponsors – Week of Feb. 3
ASHRAE staff will contact you to make sure the appropriate number of seats are saved for your company’s representatives, seated next to ASHRAE leadership at the front of the President’s Luncheon. The President’s Luncheon will take place at 12:00 p.m. ET at the Hilton Orlando on Monday, February 10.
4. Submit Names for (3) Complimentary Tickets – by Dec. 19
Please send the following information to Tracy Keller by Dec. 19.
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Women in ASHRAE Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, event tickets and branded napkins.
2. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of Feb. 3
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
3. Submit Names for (3) Complimentary Tickets – by Dec. 19
Please send the following information to Tracy Keller. Tickets may be picked up from Registration located at the Hilton Orlando, as early as Friday, February 7.
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Members’ Night Out Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, event tickets and branded napkins.
2. Tabletop for branded literature, giveaways and company representatives for meet and greet – by Dec. 19
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
3. Submit Names for (3) Complimentary Tickets – by Dec. 19
Please send the following information to Tracy Keller by Dec. 19.
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First and Last Name
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Address
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Email
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4. Opportunity to provide raffle prizes – by Dec. 19
Confirm with ASHRAE the prize or prizes you wish to raffle off during the event (i.e., item name, description, value, etc.). ASHRAE staff will work with you on a promotion strategy for the raffle and will provide you with details on how to announce the winner.
Sponsor Tech Talk Add-On
- Select Time Slot for 30-Minute In-Person Talk (slots are first come, first served) – ASAP (at the latest by Dec. 19)
- Sunday, Feb. 9 from 3:15 – 3:45 p.m. ET – 4 slots available
- Monday, Feb. 10 from 2:15 – 2:45 p.m. ET – 4 slots available
- Tuesday, Feb. 11 from 1:30 – 2:00 p.m. ET – 4 slots available
2. Provide title and description of talk including name, title, company, email address bio and headshot for speaker– ASAP (at the latest by Dec. 19)
3. ASHRAE will send Opt-In Attendance Lists – by Feb. 26
The list will include attendees scanned into the session upon arrival and opted-in virtual registrants who attended the Tech Talk virtually.
Coffee Break Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage, event tickets and branded napkins.
2. Select Day of Coffee Break – by Dec. 19
• Sunday, February 9
• Monday, February 10
• Tuesday, February 11
• Wednesday, February 12
ASHRAE staff will help you determine the best time for the coffee break conjunction with the scheduled Technical Sessions for the day selected.
3. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of Feb. 3
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.
Livestream Sponsor Add-On
- Submit logo– ASAP
Logo will be added to conference app for livestreamed sessions.
2. ASHRAE will send Opt-In Attendance Lists – by Feb. 26
A list of opted-in virtual attendees who joined the livestreamed session will be sent to you following the conference.
Swag Sponsor
- Submit logo – ASAP
Logo will be used for onsite signage and other conference materials.
2. Opportunity to provide branded giveaway to in-person attendees at Registration – by Dec. 19
If you wish to provide branded giveways to in-person attendees, please plan for 1,500 attendees and reach out to your ASHRAE staff contact for shipping instructions to be shipped to arrive at ASHRAE HQ by Jan. 2025.
3. Schedule Meet and Greet with ASHRAE Staff – by Dec. 19
ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives to be included in the conference schedule and promotional materials.
Wi-Fi Sponsor Add-On
- Submit logo – ASAP
Logo will be used for Wi-Fi login splash page and other conference materials.
Know Before You Go Email Sponsor Add-On
- Submit Banner Ad for Know Before You Go Email – by Dec. 19
Dimensions for the skyscraper ad are 160 pixels wide by 90 pixels high. JPG, GIF and PNG are accepted formats. Please also send the URL it should link to. The Know Before You Go email will be sent to all conference registrants the week before the conference. Please send all materials and correspondence to Joslyn Ratcliff at jratcliff@ashrae.org.
2. ASHRAE will Provide Email Metrics – No later than Feb. 26
ASHRAE will provide number of emails sent, number of emails opened, clickthroughs within the email and number of clicks on your banner ad.
Dedicated Post-Conference Email Sent to All Opted-In Registrants Sponsor Add-On
- Please contact Joslyn Ratcliff at jratcliff@ashrae.org to coordinate the contents and timing of this sponsorship add-on purchase. Your email will be scheduled first come, first serve basis within 4 weeks of the conference and there is a limit of one message per week. –
2. Submit content for email to Joslyn Ratcliff – A proof will be sent for approval 2 business days after content is received.
3. ASHRAE will provide email metrics on number of emails sent, number of emails opened – 7 days after dedicated email is sent
Daily Prize Sponsor Add-On
- Select Day of Prize – by Dec. 19
• Sunday, February 9
• Monday, February 10
• Tuesday, February 11
• Wednesday, February 12
2. Submit information about the Prize for Promotion – by Dec. 19
Submit name of item, value, and message for ASHRAE to include in conference promotional materials. This information will be used for drafting remarks for the plenary session to promote the raffle item.
On-Demand Session Sponsor Add-On
No additional deliverables are required. As long as sponsoring company’s logo and URL have been submitted, that is all ASHRAE needs for this sponsorship.
Member Lounge Sponsor Add-On
- Submit logo – ASAP
Logo will be used for onsite signage and other conference materials.
2. Schedule Meet and Greet Time Slot – by Dec. 19
ASHRAE staff will contact you with information related to where in the Members Lounge the tabletop will be located as well as recommended timing for company representatives to be included in the conference schedule and promotional materials.