Nurture sponsors and exhibitors from commitment to renewal
Every Monday, WebRun opens Wild Apricot, reviews sponsor and exhibitor records for outstanding deliverables, upcoming deadlines, and post-event follow-up windows, drafts a tailored email for each situation, and posts a review queue to Slack so the partnerships team can approve before any message is sent.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically follow up with association sponsors and exhibitors?
WebRun reviews Wild Apricot every Monday for sponsors and exhibitors with outstanding deliverables, upcoming event logistics to confirm, or post-event check-ins due. It drafts a tailored, professional follow-up email in Gmail for each situation and posts the queue to Slack, where the partnerships team reviews and approves every message before it is sent.
- No sponsor or exhibitor deliverable deadline is missed because of manual tracking gaps
- Post-event thank-yous reach sponsors within 14 days while the relationship is warm
- Renewal conversations start at the right time, not after the contract has already lapsed
Built for association partnerships teams · events managers · professional associations · trade association executives
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
app.wildapricot.comin a real browser with your saved login - no setup, no API keys. -
1
Wild Apricot - review sponsor and exhibitor commitments and deadlines
wildapricot.com
WebRun opens Wild Apricot to review sponsor and exhibitor commitments and deadlines. - Open Wild Apricot and navigate to the sponsor and exhibitor contact records or the relevant event section
- Identify sponsors with outstanding deliverables such as logo submissions, booth details, or contract signatures that are past due
- Find exhibitors with events in the next 14 days who have not yet confirmed their logistics
- Identify sponsors and exhibitors from events held in the past 7 to 14 days who have not yet received a post-event thank-you or satisfaction check-in
- Skip records that are fully up to date or that have already received a follow-up this week
Done when Every sponsor and exhibitor with a pending item, upcoming deadline, or overdue follow-up is listed with the specific action needed.
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2
Gmail - draft tailored sponsor and exhibitor follow-up emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft tailored sponsor and exhibitor follow-up emails. - Draft a tailored follow-up email for each sponsor or exhibitor, matching the message to the situation: a polite nudge for outstanding deliverables, a logistics confirmation request for upcoming events, or a warm thank-you for recent events
- Keep the tone professional and relationship-focused, not transactional
- Leave every draft unsent, ready for the partnerships team to review, personalize, and approve
Done when A draft follow-up email exists in Gmail for every sponsor and exhibitor with a pending action, unsent and awaiting staff approval.
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3
Slack - post review queue for partnerships team approval
slack.com How to Automate Slack
WebRun opens Slack to post review queue for partnerships team approval. - Post a weekly sponsor and exhibitor follow-up summary to the partnerships team channel
- Group the pending actions by type: outstanding deliverables, upcoming event logistics, and post-event check-ins
- Flag any sponsors with multiple outstanding items or with a renewal decision due soon as high priority
- Include a link to the Gmail drafts folder for quick review and approval
Done when The partnerships team has this week's sponsor and exhibitor follow-up queue in Slack, organized by action type and priority.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it contact sponsors or exhibitors without the partnerships team reviewing first?
No. Every follow-up email is saved as a Gmail draft and held unsent. The partnerships team reviews, personalizes if needed, and approves each message before it reaches a sponsor or exhibitor.
Can it track renewal conversations for multi-year sponsors?
Yes. WebRun reads sponsor commitment dates from Wild Apricot and flags accounts where the sponsorship term is ending within 60 days, so the team can initiate renewal conversations at the right time.
What if a sponsor has already submitted their deliverables between runs?
WebRun reads the live sponsor record in Wild Apricot each Monday, so any sponsor who submitted their materials since the last run is automatically removed from the follow-up queue.
Related templates
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