Artificial intelligence (AI) policy: ASHRAE prohibits the entry of content from any ASHRAE publication or related ASHRAE intellectual property (IP) into any AI tool, including but not limited to ChatGPT. Additionally, creating derivative works of ASHRAE IP using AI is also prohibited without express written permission from ASHRAE. For the full AI policy, click here. 

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logoShaping Tomorrow’s Global Built Environment Today

2026 ASHRAE Winter Conference
January 31 - February 4, 2026

Checklist for 2026 ASHRAE Winter Conference Sponsorship Deliverables

Thank you for sponsoring the 2026 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 2026 Winter Conference sponsorship is Selina Parks. Please send Selina the assets and information requested below. Selina 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
Add-ons: Livestream Sponsor Add-On | Keynote Sponsor Add-On | Welcome Party Sponsor Add-On | President's Luncheon Sponsor Add-On | Women in ASHRAE Sponsor Add-On | Members' Night Out Sponsor Add-On | Sponsor Tech Talk Add-On | Coffee Break Sponsor Add-On | Swag Sponsor | Wi-Fi Sponsor Add-On | Know Before You Go Email Sponsor Add-On | Dedicated Post-Conference Email Sponsor Add-On | Daily Prize Sponsor Add-On | On-Demand Session Sponsor Add-On | Member Lounge Sponsor Add-On | ASHRAE 365 App Dedicated Sponsor Add-On

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 – before January, 2nd, 2026

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 would like it displayed.

Some examples of content include:

  • Introductory Video: A YouTube link to a video you'd like to appear at the top of your sponsor page.
  • Company Website: The main URL you'd like to direct attendees to.
  • Social Media Links: Any platforms you'd like us to include. The following platforms are supported: Facebook, LinkedIn, Instagram, X (Twitter), or YouTube channel.
  • Contact Email: An email address where attendees can reach you
  • Resources:
    • PDFs: Any documents you'd like to share (must be under 50 MB each).
    • Web Links: URLs to relevant webpages. These can be your own site or others, just be sure they’re mobile-friendly, since most attendees will be viewing on their mobile devices.

Send all information to Heather West at hwest@ashrae.org and copy Selina Parks at sparks@ashrae.org. Heather will be your main contact for building your dedicated Sponsor Page on the ASHRAE conference app 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 using code: LAS26COMP – before January 2nd, 2026

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– by January 2nd, 2026

Recognition on the ashrae.org home page which has 125,000 unique visits on average per month. Send 300x250 banner to vjohnson@ashrae.org and abrafford@ashrae.org.

Attendee Lists and Metrics

  1. ASHRAE will send Opt-In Attendance Lists – by February 25th, 2026

A list of all opted-in attendees’ mailing address included in your sponsor thank you packet from 2025-2026 ASHRAE President, Bill McQuade.  

  1. ASHRAE will send Dedicated Sponsor Page Analytics – by February 25th, 2026

Includes pageviews of your dedicated sponsor page from the date of creation through to the end date of the conference and number of PDF downloads where available. 

Livestream Sponsor Add-On

    1. Submit logo – ASAP

    Logo will be added to conference app for livestreamed sessions. 

    1. ASHRAE will send Opt-In Attendance Lists – by February 25th, 2026

    A list of opted-in virtual attendees who joined the livestreamed session will be sent to you following the conference.

    Keynote Sponsor Add-On

      1. Submit logo – ASAP

      Logo will be used for onsite signage, printed program and other conference materials.

      1. Opportunity to provide branded merchandise on the chairs – before January 7th, 2026

      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 before January 7th, 2026

      1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 5th, 2026

      ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

      1. Reserved premier seating for sponsors – Week of January 5th, 2026.

      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. PST at Caesars Palace Resort & Casino on Saturday, January 31st, 2026.

      Welcome Party Sponsor Add-On

        1. Submit logo – ASAP

        Logo will be used for onsite signage, branded napkins, event tickets and on digital displays as applicable.

        1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 25th, 2026.

        ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

        1. Specialty Drink – Week of January 5th, 2026

        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.

        1. Submit Names for (3) Complimentary Tickets – by January 2nd, 2026

        Please send the following information to Tracy Keller by January 2nd, 2026. Tickets may be picked up from Registration, as early as Friday, January 30th, 2026.

        First and Last Name

        Company

        Address

        Email

        1)

         

         

         

        2)

         

         

         

        3)

         

         

         

        President’s Luncheon Sponsor Add-On

          1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 5th, 2026

          ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

          1. Reserved premier seating for sponsors – Week of January 5th, 2026

          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 12:15 pm PST at Caesars Palace Resort & Casino on Monday, February 2nd, 2026.   

          1. Submit Names for (3) Complimentary Tickets – by January 2nd, 2026

          Please send the following information to Tracy Keller by January 2nd, 2026. Tickets may be picked up from Registration, as early as Friday, January 30th, 2026.

          First and Last Name

          Company

          Address

          Email

          1)

           

           

           

          2)

           

           

           

          3)

           

           

           

          Women in ASHRAE Sponsor Add-On

            1. Submit logo – ASAP

            Logo will be used for onsite signage, event tickets and branded napkins.

            1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 5th, 2026

            ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

            1. Submit Names for (3) Complimentary Tickets – by January 2nd, 2026

            Please send the following information to Tracy Keller by January 2nd, 2026. Tickets may be picked up from Registration at Caesars Palace Resort & Casino, as early as Friday, January 30th, 2026.

            First and Last Name

            Company

            Address

            Email

            1)

             

             

             

            2)

             

             

             

            3)

             

             

             

            Members’ Night Out Sponsor Add-On

              1. Submit logo – ASAP

              Logo will be used for onsite signage, event tickets and branded napkins.

              1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 5th, 2026

              ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

              1. Submit Names for (3) Complimentary Tickets – by January 2nd, 2026
                Please send the following information to Tracy Keller by January 2nd, 2026. Tickets may be picked up from Registration at Caesars Palace Resort & Casino, as early as Friday, January 30th, 2026.

              First and Last Name

              Company

              Address

              Email

              1)

               

               

               

              2)

               

               

               

              3)

               

               

               

              1. Opportunity to provide raffle prizes – by January 2nd, 2026

              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

                1. Select Time Slot for 30-Minute In-Person Talk (slots first come, first served) – ASAP (no later than January 2nd, 2026)
                • Sunday, February 1st from 3:15 – 3:45 p.m. ET – 4 slots available
                • Monday, February 2nd from 2:15 – 2:45 p.m. ET – 4 slots available
                • Tuesday, February 3rd from 1:30 – 2:00 p.m. ET – 4 slots available

                Coffee Break Sponsor Add-On

                  1. Submit logo – ASAP

                  Logo will be used for onsite signage, event tickets and branded napkins.

                  1. Select Day of Coffee Break – by January 2nd, 2026
                  • Sunday, February 1st
                  • Monday, February 2nd
                  • Tuesday, February 3rd
                  • Wednesday, February 4th

                  ASHRAE staff will help you determine the best time for the coffee break conjunction with the scheduled Technical Sessions for the day selected.

                  1. Tabletop for branded literature, giveaways and company representatives for meet and greet – Week of January 5th, 2026

                  ASHRAE staff will contact you with information related to where the tabletop will be located as well as recommended timing for company representatives.

                  1. VIRTUAL UPGRADE ONLY: Submit Message to Attendee to be distributed with Gift Card – by January 2nd, 2026

                  Included in the sponsorship, ASHRAE will provide (100) $5 Starbucks gift cards to virtual conference attendees through an e-delivery site. Sponsor can customize the message sent to the 100 virtual attendees who receive the virtual coffee break.

                  Example: Hi {{ recipient_name }}, Thank you for attending the 2026 ASHRAE Winter Conference. Here is a cup of coffee from COMPANY NAME. We hope you enjoy today’s sessions!

                  1. VIRTUAL UPGRADE ONLY: Submit Content for Pop Up Message – by January 2nd, 2026

                  The delivery vendor provides the option to add an additional pop-up message for the attendee to read before redeeming e-gift card. Header: Message:

                  1. VIRTUAL UPGRADE ONLY: Submit URL for Video – by January 2nd, 2026

                  The delivery vendor provides the option for you to have the redeemer watch a video before redeeming the e-gift card. Please submit a URL from your youtube, vimeo, or wisitia. We suggest this video be no more than 15 seconds long.

                  1. VIRTUAL UPGRADE ONLY: Submit URL for attendee redirect after e-gift card is redeemed – by January 2nd, 2026

                  Swag Sponsor

                    1. Submit logo – ASAP

                    Logo will be used for onsite signage and other conference materials.

                    1. Opportunity to provide branded giveaway to in-person attendees at Registration – by January 7th, 2026

                    If you wish to provide branded giveaways 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 January 7th.

                    1. Schedule Meet and Greet with ASHRAE Staff – by January 2nd, 2026

                    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.

                    1. VIRTUAL UPGRADE ONLY: Select Gift Card parameters – by January 2nd, 2026
                    • Type of Gift Card
                    • Amount (some cards may have minimum amounts)
                    • Recipients (i.e. all registered virtual attendees, ASHRAE members only, first 500 people, etc)
                    1. VIRTUAL UPGRADE ONLY: Submit Message to Attendee to be distributed with Gift Card – by January 2nd, 2026

                    Example: Hi {{ recipient_name }}, Thank you for attending the 2026 ASHRAE Winter Conference. Enjoy this gift card to XX compliments of COMPANY NAME. Enjoy the conference!

                    1. VIRTUAL UPGRADE ONLY: Submit Content for Pop Up Message – by January 2nd, 2026

                    The delivery vendor provides the option to add an additional pop-up message for the attendee to read before redeeming e-gift card.

                    • Header:
                    • Message:
                    1. VIRTUAL UPGRADE ONLY: Submit URL for Video – by January 2nd, 2026

                    The delivery vendor provides the option for you to have the redeemer watch a video before redeeming the e-gift card. Please submit a URL from your youtube, vimeo or wisitia. We suggest this video be no more than 15 seconds long.

                    1. VIRTUAL UPGRADE ONLY: Submit URL for attendee redirect after e-gift card is redeemed – by January 2nd, 2026
                    1. VIRTUAL UPGRADE ONLY: Purchase Gift Cards – by January 2nd, 2026

                    Please speak with your ASHRAE staff liaisons to pay for gift cards in advance of the e-gift card distribution. You pay for how many gift cards you want to send.

                    Wi-Fi Sponsor Add-On

                    1. 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

                      1. Submit Banner Ad for Know Before You Go Email – by January 2nd, 2026

                      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.

                      1. ASHRAE will Provide Email Metrics – No later February 25th, 2026

                      ASHRAE will provide number of emails sent, number of emails opened, click throughs within the email and number of clicks on your banner ad.

                      Dedicated Post-Conference Email Sent to All Opted-In Registrants Sponsor Add-On

                      1. 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 on a first come, first serve basis within 4 weeks of the conference and there is a limit of one message per week. – by January 2nd, 2026
                      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

                        1. Select Day of Prize – by January 2nd, 2026
                        • Sunday, February 1st
                        • Monday, February 2nd
                        • Tuesday, February 3rd
                        • Wednesday, February 4th
                        1. Submit information about the Prize for Promotion – by January 2nd, 2026

                        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. If sponsoring company’s logo and URL have been submitted, that is all ASHRAE needs for this sponsorship.

                        Member Lounge Sponsor Add-On

                          1. Submit logo – ASAP

                          Logo will be used for onsite signage and other conference materials.

                          1. Schedule Meet and Greet Time Slot – by January 2nd, 2026

                          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.

                          ASHRAE 365 App Dedicated Sponsor Add-On

                            1. Submit Logo – ASAP

                            To be featured on the main Conference Graphic within the main Event Section of the ASHRAE 365 app, visible to all event users.

                            1. Submit Banner Ad to be featured at the bottom of the Winter Conference Event page in ASHRAE 365 – By January 2nd, 2026
                            • Accepted formats: PNG or JPEG
                            • Dimensions: 300x50px, 600x100px, 900x150px or 1200x200px
                            • Maximum file size: 400kB (animated GIFs not supported)
                            1. Submit content for a push notification to be sent to opted-in conference attendees during the event – by January 2nd, 2026
                            • Headline: 36-60 characters (emojis supported)
                            • Message copy: 100 characters recommended (flexible if needed)
                            • Optional: Logo and link for added visibility
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