Phacilitate events exist because this industry moves fastest when brilliant minds meet face to face. Whether your goal is brand awareness, lead generation, thought leadership, or partnership development, Advanced Therapies Week brings together the people shaping the future of advanced therapies across biotech, pharma, manufacturing, investment, research, and healthcare.
The sponsors who achieve the strongest results are not simply the ones with the biggest booths. They are the ones who plan ahead, promote deliberately, show up with energy, and follow up with purpose. We often talk about the 40-20-40 principle: 40% of event success comes from what you do before the event, 20% from your time onsite, and 40% from what happens afterward.
This guide is designed to help you maximize every stage of that journey. Inside, you'll find practical ideas, proven tactics, and simple actions to help you build awareness, generate meaningful conversations, and turn your Advanced Therapies Week presence into measurable business outcomes.
Key Principle
The sponsors who see the clearest ROI share one thing in common: they arrive knowing exactly what success looks like. Define your goals early, measure what matters, and build every activity around achieving them.
Set Your Goals
Before anything else, get specific. Your answers to the questions below will shape every decision that follows, from who you bring to Phacilitate Advanced Therapies Week, to how you design your booth, to how you follow up afterward.
Goal
Questions to Answer
New Leads
How many qualified leads do you need? How many deals must close, at what average value, to make your investment in Phacilitate Advanced Therapies Week worthwhile?
Brand Awareness
Which organizations or job titles do you most want to be visible to? What impression do you want to leave?
Product Launch
What is the announcement? Who is the primary audience? How will you measure cut-through?
Relationship Building
Which existing clients or partners should you prioritize? What does a strengthened relationship look like in practice?
Thought Leadership
What perspectives do you want to bring into the room? Which sessions, speaking opportunities, or formats will best amplify your voice?
Team Tip
Share your specific goals with your Phacilitate account manager as early as possible. The more detail you give our team about who you want to meet and what you want to achieve at Phacilitate Advanced Therapies Week, the more effectively we can support you.
Get Onboarded
As soon as your sponsorship for Phacilitate Advanced Therapies Week is confirmed, you will receive a series of onboarding communications. The single most important first action is completing your Sponsor Essentials Form.
Sponsor Essentials Form
This form gives us everything we need to get your brand live on the Phacilitate Advanced Therapies Week website, typically within a few business days. From the moment it is submitted, your passive promotion begins. Your logo will be included across exhibitor carousels, pre-show communications, and partner-facing content throughout the build-up to the event.
What to include:
Company logo at high resolution
Booth name and company description
Key products and services
Names and email addresses of all team members who should receive organizer communications
Do not delay this form. Your brand cannot appear in pre-show promotional content until it is submitted. The sooner it is in, the sooner your passive promotion starts working for you.
Complete Your Networking Form
This is one of the most impactful steps you can take in the run-up to Phacilitate Advanced Therapies Week. The Networking Form is your direct line to our audience development team, who go out on your behalf to personally invite the right attendees, regardless of your sponsorship level.
The More Detail, the Better
The form is not mandatory, and you do not have to complete every field. But the more granular you can be, the more targeted our outreach becomes. Consider including:
Specific job titles you want in the room
Company names or types you are targeting
Clinical phases, therapy areas, or geographies that matter to you
If you are a Gold sponsor or above, our Phacilitate Networking Concierge service takes this one step further. Rather than simply extending invitations, our audience development team will actively help facilitate the specific meetings you want to secure at Phacilitate Advanced Therapies Week. Reach out to the team directly to learn more: team@phacilitate.com
Heads Up
Phacilitate Advanced Therapies Week is a high-demand event and meeting diaries begin filling well before doors open. Submit your Networking Form early so our team has maximum time to work on your behalf and help get the right people into the room.
Plan Your Stand or Presence
Your pre-booked meetings at Phacilitate Advanced Therapies Week are invaluable. But unplanned conversations with people who walk past and stop can be just as valuable. A standout experience at your booth can open doors that no amount of outreach would have found.
Booth Design Principles
Invest in quality artwork and branded displays rather than generic pipe-and-drape where possible
Keep your booth tidy. A clean, organized space signals a professional organization
Create a space to sit. It signals openness to conversation and doubles as an onsite meeting point
Keep your team standing and facing the aisle. Nothing stops foot traffic like a team on their phones
Choose colors and visuals that stand out. You are competing for attention in a busy room
Booth Activations
Activations turn your booth into a destination. Below are ideas that have worked well at Phacilitate events, from quick wins to more involved experiences.
Activation
What It Looks Like
Why It Works
Branded Merch
Stickers, bottles, tote bags, tech accessories. The more useful it is, the further it travels.
People share it on social and take it home. Your brand leaves the venue with them.
Product Demo
Scheduled live demos at set times throughout the day, promoted in advance.
Draws a crowd, builds credibility, and gives people a reason to return.
Expert Office Hours
15-minute open problem-solving slots with a named expert from your team.
High perceived value. Particularly effective for consultancy or platform businesses.
Competition
Badge scan for a prize drawing, or an interactive challenge.
Low barrier to entry. Generates leads and creates a reason to return for results.
Coffee Cart
Great coffee served directly from your booth. Consistently one of the most-visited activations.
People keep coming back. More dwell time means more opportunities for conversation.
Photo Opportunity
Branded photo wall or booth with a social sharing prompt.
Generates organic social coverage and extends your reach into attendees' networks.
Charging Station
Branded charging packs or a bank of outlets for phones and laptops.
Practical, memorable, and keeps people at your booth longer.
Think Beyond the First Visit
Most booths are designed for a single interaction. The best exhibitors think about the second and third visit too. Update your activation daily, post a leaderboard, change the competition question, or introduce something new. Give people a reason to come back.
Tell the Marketing Team
Let us know what you are planning for Phacilitate Advanced Therapies Week. We can include booth activations in our pre-show marketing and onsite programming. The more we know, the more opportunities we have to promote your activity on your behalf.
Get your company noticed beyond the show floor. This toolkit gives you everything you need to turn your Phacilitate Advanced Therapies Week presence into media coverage, social buzz, and confident spokesperson moments, from pre-event announcements through to post-show follow-up.
Media & Spokesperson Tools
Resource
Format
What It's For
Pre-Event News Release Template
Word doc
A ready-to-use structure for announcing your participation and building visibility ahead of Phacilitate Advanced Therapies Week.
Planning a news release, interview, LinkedIn push, or other promotional activity around Phacilitate Advanced Therapies Week? Let us know. We can help amplify your coverage through our own channels and include it in our pre- and post-show marketing.
Around eight weeks before Phacilitate Advanced Therapies Week, your audience begins actively planning their time. The event app goes live, calendars start filling up, and meeting plans take shape. This is the window where your outreach can have the greatest impact.
Your Personalized Referral Link
We will send you a personalized graphic and referral link to share with your network. It includes a discount code offering meaningful savings on ticket prices. It takes less than a minute to post, and we include pre-written copy that you can use as supplied or adapt for your own channels.
How to Share
We'll send your link and graphic to you directly. If you have any trouble accessing them, please email marketing@phacilitate.com.
Share across your social media channels, especially LinkedIn
Send it directly to key contacts via email or direct message
Tag Phacilitate in your posts so we can reshare them and give you additional reach
Ask the marketing team for a plain version of the graphic without our branded template if preferred
Create Your Own Marketing Assets
Need something a little more tailored to your brand? We know many sponsors prefer to create their own promotional materials for social media, email campaigns, websites, and customer outreach. To help, we've created a library of official Phacilitate Advanced Therapies Week logos, artwork, banners, and brand assets that you can use in your marketing.
Marketing Asset Library
Official Phacilitate Advanced Therapies Week logos, artwork, banners, and brand assets ready for use across your own campaigns and promotional materials.
Always use your unique tracking URL when promoting Phacilitate Advanced Therapies Week. This allows us to accurately attribute registrations and attendance generated through your marketing activity, helping us measure performance and recognize your contribution to the event's success.
Don't have a unique tracking URL yet? Contact marketing@phacilitate.com and we'll provide one for you.
Free Guest Passes
As a sponsor of Phacilitate Advanced Therapies Week, you receive 3 complimentary guest passes to extend to eligible contacts within your network.
Use them strategically. Invite customers, prospects, partners, or other contacts you would benefit from having in the room, and send your invitations early so they have plenty of time to plan their attendance and start making connections.
How to Redeem
Log in to your Exhibitor Hub and select 'Allocate Guest Passes'.
You should have already received your Exhibitor Hub login invitation. If you can't locate it or need assistance accessing your account, please contact us at team@phacilitate.com.
Please Note
Complimentary guest passes are intended for eligible customers and prospects and are not valid for tools, tech, solutions providers, or CDMOs.
Upgrade Your Visibility
Want to take your Phacilitate Advanced Therapies Week presence further? Additional promotional opportunities can help extend your visibility beyond your booth, put your expertise in front of the right audience, and create more reasons for attendees to engage with your brand.
Option
What You Get
Roundtable Discussion
Host a senior-level conversation on a topic specific to your market. An intimate format designed for high-quality discussion and direct engagement with relevant attendees.
Workshop Session
A broader session open to the audience. We film it, provide the recording, and deliver social media clips ready to publish.
Featured Email Send
Dedicated communication to our pre-registered Phacilitate Advanced Therapies Week audience on your behalf.
Website Advertising
Banner placements across the Phacilitate Advanced Therapies Week website in the run-up to the event.
App Banner
Prominent placement within the event app. Ideal if you are hosting a session, workshop, or booth activation.
Onsite Filming
Our crew captures your Q&A, product demo, or sponsored session, giving you content to continue using after the event.
Interested in upgrading your visibility? Speak to your Phacilitate account manager to discuss the opportunities available and find the formats that best support your goals.
Master The App
The Phacilitate Advanced Therapies Week app is where your pre-event networking really begins. You'll get a head start before the wider attendee audience arrives, giving you time to build a strong company presence, get your team set up, and prepare your meeting hit list.
Stage 1
December 1
Sponsor Access Opens
Sponsors get first access to the app. Use this week to populate your company profile, add your attending team, check your exhibitor listing, and get everything ready for meeting booking.
Stage 2
December 8
Attendee Access & Meeting Booking Opens
The wider Phacilitate Advanced Therapies Week audience joins the app. You can browse attendees, identify priority contacts, send meeting requests, and start building your calendar for San Diego.
Your December 1 Checklist
Don't waste your head start. Use the first week to make sure your team is completely meeting-ready before attendees enter the platform.
Build out your company profile so attendees immediately understand who you are, what you offer, and why they should meet you
Add your attending team and make sure everyone is correctly registered and linked to your company profile
Check your exhibitor listing and make sure your company information is complete and up to date
Build your meeting hit list of 50 to 100 priority accounts, including company names, job titles, and the types of contacts you want to reach
Decide who owns outreach within your team so you're ready to move as soon as meeting booking opens
December 8: Start Booking
Once attendees gain access, it's go time. The strongest calendars won't build themselves, so be proactive from the start.
Start sending targeted meeting requests early. Don't wait for attendees to find you
Use the attendee filters to zero in on the companies, roles, and contacts most relevant to your goals
Personalize your requests. Give people a clear reason why a conversation with your team is worth their time
Pair app outreach with LinkedIn. A familiar name and a warm introduction can make your meeting request much stronger
Protect your calendar. Add key sessions, networking events, and other must-attend activities alongside your meetings so your team has a clear plan for the week
Your Meeting Strategy
Don't measure success by how many requests you send. Focus on getting the right conversations into the calendar. Prioritize your highest-value accounts, personalize your outreach, and start early before the most valuable meeting slots disappear.
Gold Sponsors and Above
You don't have to build your meeting calendar alone. Our Networking Concierge team can actively support your meeting strategy, helping you identify and connect with the right people at Phacilitate Advanced Therapies Week.
Speak to your account manager to activate your Networking Concierge support, or reach out to the team at team@phacilitate.com.
On-Site Excellence
Phacilitate Advanced Therapies Week gives you multiple days to build on the same conversations. A quick introduction on day one can become a deeper meeting on day two, a booth visit later in the week, and a genuine commercial relationship afterward. Make that continuity work for you.
Your Booth Team
Put your most engaging and energetic people on the booth. First impressions matter
Stand up and face the aisle. An open, welcoming posture makes it much easier for attendees to approach
Keep phones away wherever possible. Looking distracted can quickly shut down a conversation before it starts
Make sure everyone on the team can clearly explain your value proposition and understands your priority accounts and audiences
Brief the team each morning on key meetings, target companies, and follow-ups from the day before
Lead Capture
Every sponsor receives lead scanning functionality as part of their package. Make sure your team captures every meaningful interaction so valuable conversations do not disappear once Phacilitate Advanced Therapies Week is over.
Before the event, set up a consistent series of qualification questions within your scanner. A few useful data points captured in the moment will make it much easier to prioritize leads and personalize follow-up afterward.
Suggested examples:
Multiple Choice
What is this contact's relationship to our business?
Prospect
Existing Customer
Partner
Investor
Key Opinion Leader
Multiple Choice
How interested are they?
Hot Lead
Warm Lead
Early Stage
Not a Fit
Checkboxes
What are they interested in?
Product Demo
Partnership Opportunities
Manufacturing Support
Investment Discussion
Scientific Collaboration
Free Text
Key notes or agreed next steps
Content & Social During the Event
Your visibility should extend well beyond your booth. Use the conversations, sessions, and moments happening across Phacilitate Advanced Therapies Week to create timely content for both the people in San Diego and the wider advanced therapies community following from afar.
Share genuine insights from sessions you attend. What surprised you? What themes keep coming up? What is the industry debating?
Capture informal video conversations with people you meet onsite, with their permission, and tag them to extend the reach into their networks
Take photos with customers, partners, speakers, and other contacts and share a useful takeaway from the conversation
Post around the problems your team is discussing, not just the products you are selling
Avoid posts that only say "come visit us at booth X." Give people a reason to care first
Tag Phacilitate so our marketing team can spot your content and reshare relevant posts
Always Worth Remembering
The brands people remember are usually the ones that gave them a reason to stop, talk, think, or come back. Whether that's your booth design, your team, your content, or an activation, create a moment of genuine curiosity or value that lasts beyond the show floor.
Follow Up and Measure Success
Phacilitate Advanced Therapies Week ending is not the end of your campaign. In many ways, it is where the commercial value starts to compound. The conversations you had in San Diego need to become follow-ups, meetings, opportunities, and ultimately pipeline.
The key is speed, context, and consistency. Follow up while conversations are still fresh, reference what you actually discussed, and give every contact a clear next step.
Suggested Post-Show Communication Cadence
When
Action
Tone
Day 1
Send a warm, personalized thank-you email. Reference something specific from your conversation and confirm any next step you agreed onsite.
Friendly, human, specific
Day 2 to 3
Connect on LinkedIn with a personalized note. If relevant, engage with or share content from their company or team.
Conversational and relationship-led
Day 4 to 5
For your strongest opportunities, move the conversation forward. Book the follow-up call, arrange a demo, introduce the right colleague, or send the information you promised.
Direct and purposeful
Following Week
Reconnect with contacts who have not yet progressed. Reference your conversation and share something genuinely useful that relates to the challenge you discussed.
Personal, useful, low pressure
Weeks 2 to 6
Continue value-led nurturing where appropriate through case studies, relevant research, event recap content, webinars, roundtables, or other useful touchpoints.
Helpful and trust-building
Ongoing
Keep every relevant contact attributed to Phacilitate Advanced Therapies Week in your CRM and monitor how opportunities progress over the following months.
Structured and systematic
Not All Leads Are Equal
Don't give every badge scan the same follow-up. Categorize contacts by strategic fit, level of interest, potential opportunity, buying timeline, and agreed next step. Your strongest leads should receive direct, personalized outreach, while earlier-stage contacts may need useful content and continued nurturing before a sales conversation makes sense.
Measure What Matters
Make sure every relevant contact and opportunity is tagged to Phacilitate Advanced Therapies Week in your CRM from day one. Event ROI does not always appear immediately. Meetings held in January can become opportunities months later, so your measurement should continue well beyond the week itself.
ROI Formula
(Revenue Generated - Total Event Investment) ÷ Total Event Investment × 100
Your total investment might include: sponsorship and booth space, booth design, shipping, travel, accommodations, staff time, activations, and pre-event marketing.
Key Metrics to Track
Qualified leads generated
Lead-to-opportunity conversion rate
Meetings booked and follow-ups scheduled
Priority accounts engaged
Pipeline value at 30, 90, and 180 days
Closed revenue attributed to the event
Cost per qualified lead or opportunity
Decision-maker engagement
The Full Measurement Timeline
Day 0 to 2
Upload and tag all relevant leads in your CRM
Send initial personalized follow-up
Record agreed next steps while conversations are still fresh
Week 1 to 4
Follow-up meetings booked
Email and outreach engagement
Qualified leads progressing into opportunities
Day 30 to 90
Opportunities created
Pipeline value generated
Priority accounts progressing
Cost per opportunity
Day 90 to 180
Pipeline progression
Deal stage movement
Revenue attribution beginning to emerge
Month 12
Closed revenue
Long-term opportunities influenced
Final ROI assessment
Insights to shape your next Phacilitate Advanced Therapies Week campaign
Share Your Results With Us
We want to know what happened after San Diego. Meetings converted, opportunities created, pipeline generated, major customer conversations, or a particularly strong ROI story all help us understand what is working and make Phacilitate Advanced Therapies Week more valuable for sponsors each year. Share your results with your Phacilitate contact after the event.
Action Checklist
Immediately on Confirmation
Submit your Sponsor Essentials Form
Confirm all relevant team members are added to organizer mailing lists
Brief your account manager on your goals and priority target accounts
Activate your 3 complimentary guest passes via the Exhibitor Hub
Eight Weeks Out
(key planning window)
Complete the Networking Form in as much detail as possible
Share your personalized referral link on LinkedIn and via email
Decide on your booth activations and brief any suppliers
Submit your Marketing & PR information to the team
Confirm your event team and book any additional delegate passes required
Six Weeks Out
Confirm your booth design and order any printed materials
Flag any product launches or major announcements for PR consideration
Explore additional visibility opportunities such as workshops, roundtables, filming, and advertising
December 1: Sponsor App Access
(get set up)
Complete your company profile in the Phacilitate Advanced Therapies Week app
Add your attending team and check everyone is linked correctly to your company profile
Review your exhibitor listing and make sure your company information is complete and accurate
Build your list of 50 to 100 priority accounts ready for outreach
Agree who within your team will own meeting outreach once attendee access opens
December 8: Attendee App Access
(start booking meetings)
Begin sending targeted meeting requests as soon as attendee access opens
Prioritize your highest-value accounts and contacts first
Personalize meeting requests with a clear reason to connect
Pair app outreach with LinkedIn connection requests where appropriate
Start building your team's calendar around meetings, networking, and priority content
One Week Out
Confirm all pre-booked meetings and prepare briefing notes for your team
Set up your lead qualification questions in the scanner before the event
Brief your booth team on goals, activations, priority accounts, and key meetings
Prepare your initial post-event follow-up email template in advance
Make sure everyone knows their role, schedule, and priority conversations for the week
Onsite
Capture every meaningful booth interaction using your lead scanner
Tag and qualify leads in real time using your pre-set questions
Review your priority accounts and meeting schedule with the team each morning
Post genuine insights and event content to LinkedIn throughout the week
Tag Phacilitate in relevant social posts so our team can spot and amplify them
Give attendees a reason to return to your booth throughout Phacilitate Advanced Therapies Week
After the Event
Send personalized follow-up emails while conversations are still fresh
Connect with relevant contacts on LinkedIn
Progress your strongest leads into follow-up meetings, demos, or introductions
Tag all relevant leads and opportunities in your CRM with Phacilitate Advanced Therapies Week
Continue nurturing earlier-stage contacts with relevant, value-led content
Track pipeline generated from the event at 30, 90, and 180 days
Review closed revenue and overall event ROI over the following 12 months
Share key outcomes and success stories with your Phacilitate contact
Keep the Checklist Handy
Download the full Phacilitate Advanced Therapies Week 2027 Action Checklist to share with your team and work through in the run-up to San Diego.
The sponsors who generate the greatest value from Phacilitate Advanced Therapies Week are not necessarily those with the biggest booths or the loudest presence. They are the teams who arrive with clear goals, know exactly who they want to meet, and have a plan for turning every interaction into something meaningful.
Use this toolkit as your playbook before, during, and after San Diego. Prepare early, be proactive, follow up properly, and give your team the best possible chance of turning four days at Phacilitate Advanced Therapies Week into lasting commercial value.
Need Help?
Your dedicated Phacilitate account manager is your primary point of contact throughout your campaign, from onboarding and marketing support to networking strategy and post-event measurement. Reach out at any stage, or contact the team at team@phacilitate.com.
Phacilitate’s Next Global Meeting:
Advanced Therapies Europe 2026
Join the industry in Barcelona | 7 - 9 September 2026 for 3 days of deal-making, data-driven insight and serious momentum across cell and gene therapy. From early science to commercial scale, this is where the full ecosystem connects, collaborates and moves the field forward.
