Sponsors

You can create dedicated virtual rooms for each company supporting your event. Using the InEvent Virtual Lobby, sponsors can engage and network with attendees on 1-1 and group meetings; increasing brand awareness, building relationships, and expanding their reach in their target audience. Between branded covers, ads, files, and engaging features, sponsors have plenty of options to get the most out of their investment.

How do I add sponsors?

There are 2 ways to add sponsors to the platform: Manually and via spreadsheet.

Manually

To manually add sponsors to your event, go to Event > Sponsor and click +Add Sponsor. Once you do that, click on the Sponsor’s name and the Details page will be displayed to start adding the information after pressing Edit.

GIF about Sponsor's details page

The 'Ignore entries on previous events' checkbox are optional. If selected, the system will not pull data from previous events in case there is a match.
Sponsors will have QR codes created for them, which admins can view on the platform and sponsor representatives can view and download on the Sponsors account page in the Virtual Lobby.

Via spreadsheet

You can add sponsors to your event using the demo file provided by InEvent. To do this, click on Edit > Import > Download demo file.

After downloading the file, fill the spreadsheet providing the information corresponding to each column.

Filling the spreadsheet
To instruct the system to ignore cache entries of the sponsors from previous events, fill the Ignore cache column with 1. Alternatively, if you wish to retain these entries, input 0 in the column.
For security reasons, InEvent requires that the URLs added under the Logo column in the spreadsheet are obtained from InEvent's servers. To ensure successful upload, we recommend uploading the sponsor logos first through the Files or Photo Gallery page on the InEvent platform and using the provided URL in the spreadsheet for import. Click here to learn how to upload images through Files, and here to learn how to upload images to the Photo gallery.

After filling the demo file, click on Edit > Import, and then click the green folder icon button and select the spreadsheet from your computer. The button will appear with a check mark when this is done, and you should click on the Add button to import the spreadsheet into the platform.

Importing the spreadsheet to the platform

Checklist of information

  1. Logo

To add an image to the Sponsor, click on the Red tab with the file icon under the word Logo. The desirable image size is 750 x 750 (px by px).

Image showing the thumbnail where the logo image is uploaded
In case you do not want the sponsor logo to appear next to the activity tile, you can disable it by clicking on Event > Virtual Lobby > Tools > Edit > and tick the box Hide sponsor logo. This is advisable if you have Ads created for the Virtual Lobby and want them to be displayed inside the activity without having the logo too.
  1. Company Information

You will be able to add more information about the Sponsor such as company name, contact name, telephone, email, website, and social media links such as Twitter, Instagram, LinkedIn and Facebook.

On the event's website, attendees will be able to see the website, social media links and mini-bio of the Sponsor by clicking on Learn more.

Not all website templates show the Learn more button for you to view the Sponsor's information.
If a Sponsor adds their website and social media links to their profile without adding a mini-bio, attendees will not see the Learn more button. They will only see the Open site button which leads to the Sponsor's website.
Company information

Attendees can also view this information in Sponsor rooms, and activities being sponsored by the Sponsors.

  1. Categories

Categories are a key component of a powerful marketing strategy. You can create categories to define the value of the influence of each sponsor. To create a category, enter its name in the designated Category field of the sponsor. If you wish to assign a sponsor to an existing category, simply type the category name in the field.

Add categories

To remove a sponsor from a category, simply leave the Category field empty and the sponsor will be listed under Others.

The Sponsor can be displayed by categories in the Sponsor tab at the Virtual Lobby, the App, the Website. The category can also be seen when you click on the sponsor's name inside the Sponsor's room and activities in which they are sponsoring when using Neo layout.

sponsor categories

  1. Virtual Room and Room Video Mode

To learn how to create a virtual room for your sponsors and how to select between the different available video modes please check this article.

  1. Tags

If you wish to have a Sponsor tag click here to learn how to create Tags. Once the tag is created, you just need to associate them under the Details of the selected Sponsor.

The Sponsor tags can be useful to filter the numerous sponsors on the Virtual Lobby main page.
sponsor tags
  1. Visibility

You can set your sponsor booth to be visible/ invisible according to the agreement made. If for example the event lasts multiple days and one of the Sponsors agreed to have their brand exposed for only one day, you can simply set the Sponsor to be invisible.

  1. Data Collector

This feature allows exhibitors and sponsors to obtain data from participants who visited their booths. For more detailed information please check this article.

  1. Mini biography

This field is dedicated to adding a brief information about the Sponsor. You can add links, media, and also customize the information using the tools available in the text box. You can also add translation(s) by clicking the Translate icon, selecting a language from the window that appears.

Adding a mini biography

The mini-bio can be viewed by attendees beside the Sponsor logo inside the Sponsor room, in a sponsored activity or website.

If you activate the Sponsor tile show 'Description' tool, Attendees will also be able to view the mini-bio of the Sponsor without entering the Sponsor room. To do this, they should navigate to the tab bar of the Virtual Lobby and click on Virtual Lobby-Sponsors. Then, they will be able to view the mini-bio on the Sponsor's tile as shown below.

This tool is only available for events with the Neo layout. To activate this tool, you should go to Settings > Tools and enable the Sponsor tile show 'Description'.
Sponsor's mini-bio on Virtual Lobby-Sponsors
To make this tool work, you need to activate the dedicated page to Sponsors in the Virtual Lobby. To learn how to do it, click here.

You can link sponsors to an activity by following the instructions below.

  1. Go to Agenda > Activities.
  2. Select the activity to which you want to link a sponsor.
  3. Click on the Sponsors tab.
  4. Select one of your existing sponsors using the Select a sponsor drop-down box.
  5. Click on Add sponsor.
You can add multiple sponsors to your activity.
  1. Press End to finish.
GIF showing how to link a sponsor to an activity.

After completing the steps above, the sponsor(s) will be linked to your activity.

Can I set start and end time for sponsors in activities?

Yes, you can set start and end time for each sponsor in an activity. You can do so using the time and date selector which corresponds to the sponsor after linking them to your activity.

By default, sponsors' start and end time follow the start and end time of the activity.
GIF showing how to set start and end date for sponsors

The sponsors' start and end time will be reflected in the Grouped logs of the Checklog reports.

Where do I view the sponsors?

Sponsors can be viewed on the event Website, in the Virtual Lobby, and in the mobile app.

In the app

To view in the app, go to Menu > Sponsors. To see more information about a Sponsor including activities they are sponsoring, click on the Sponsor.

Screenshot showing a spreadsheet import interface

If you have included social media links in a sponsor's profile, their social media details will be visible when you click on the Sponsor in the Android app.

Sponsor's social media details

In the Virtual Lobby

  1. Main page: sponsor rooms and sponsored activities

In the Virtual Lobby, you'll see the sponsor rooms of the Sponsors at the right-hand side and on the left-hand side, you will see their logos on the room cover of activities in which they are sponsoring.

Screenshot showing a spreadsheet import interface

If you enable the Sponsors on main page tool, the sponsor rooms will appear at the end of the main page of the Virtual Lobby.
Sponsor rooms at the end of the Virtual Lobby main page

In the Sponsor's virtual room, attendees will find comprehensive information about the Sponsor by clicking on the Sponsor's name located next to their logo at the bottom of the room.

The Sponsor's details will follow the same order as that of the platform's backend in both Neo and Classic Layout.
For a sponsor to appear in the sponsor room below, ensure you have enabled their Virtual room.
Sponsor

Attendees can also view this information in activities being sponsored by the Sponsors by clicking on the sponsors' logo at the bottom of the room.

Attendees can add sponsors to their favorites by clicking the star in the sponsor's profile, which will turn the star orange. To remove a sponsor from favorites, simply click the star again.
Actitivy
  1. Dedicated page for sponsors

If you wish to have dedicated pages for Sponsors in the Virtual Lobby, go to Settings > Tabs and click on Web app Lobby. Click on Edit and tick the Visible checkbox beside Virtual Lobby - Sponsors.

Screenshot showing a spreadsheet import interface

In the Virtual Lobby, you can access the dedicated pages by selecting the corresponding tab in the menu on the left-hand side, as shown below:

Screenshot showing a spreadsheet import interface
If you have been listed beneath people in the Sponsors page, you will also be able to view the page Sponsor account in the Virtual Lobby. You need to also have enabled the Sponsor account tab from Settings > Tabs > Web app. To learn more about this page, refer to the article Sponsors and Exhibitors: People, Invite, Files, Ads, Tickets and Chats.

Besides that, if you create ads, you will see them inside activities. Sponsors' profiles and their ads are also displayed in their virtual rooms.

If you wish to have more information about the Sponsor Ads, click here.

Sponsored ads inside activities

On the website

For Sponsors' information to be displayed on the website, make sure to add a Sponsors' section.

After doing this, all information updated on the Sponsors page under Event > Sponsors should appear on your website.

Display sponsor categories on the website

If you'd like your sponsors to be divided into categories in the website, under Options you should Enable sponsor categories. In order for the categories to appear, you'll need to create them under Event > Sponsors.

Screenshot showing a spreadsheet import interface

How do I view sponsors on the email? 

To show your event sponsors on the email, follow the steps below:

  1. Create your email, you will be on the Email creator page where you can find seven sections on the menu bar to the left.
  2. Click the Media category, you will see the option Sponsors.
  3. Drag and drop the Sponsors option it to the email on the right.

A section showing all your event sponsors with their logos and website URLs will be added to your email.

show you event's sponsors on the email
Editing the sponsor section on your email

By default, all the sponsors you added under Event > Sponsors will be displayed in your email.

  1. You can choose which sponsors to hide/show by following the steps below:
    1. Click on a sponsor to open the section's settings.
    2. Under Sponsor Content, uncheck the checkbox of the sponsors you want to hide and check them again if you want to show them.
  2. You can also edit the size of the logos by following these steps:
    1. Click on a sponsor to open the section's settings.
    2. Go to Text Contents and resize the logo as you wish.
By default, your sponsors' website links are the URLs added under Event > Sponsors.
  1. If you want to edit the website links follow these steps:
    1. Click on a sponsor to open the section's settings.
    2. Go to Text Contents and select the sponsor's name.
    3. Press the hyperlink icon > edit the URL > Press Save.
Editing the sponsor section on your email

People, Invite, Files, Ads, Tickets, and Chats

Sponsor tabs

Click here to learn what is the purpose of these pages. In case the information you're looking for is specific to the Sponsor tickets, click here.

Settings

By clicking on the Settings button on the top right corner of the Sponsors page, a pop-up will appear, which allows you to control the relevant tools of the page without leaving it.

In the Start section, you can control the Random sponsors, and Sponsor tile show 'Description' tools and in the Block section, you can control the Hide sponsors logo tool. To learn more about these tools, read this article.

To enable or disable each tool, click on the corresponding toggle button as shown in the gif below:

Image of settings pop-up that shows main tools of the sponsors page

Yes. To extract an excel report on your Exhibitors go to Event > Sponsors, click on the Edit button and press the Report button at the top left corner of the page.

A message will appear along the top of the screen letting you know that your excel sheet is being processed and will be sent to your email once completed.

reports related to the Sponsor

The report will contain information of your Sponsors such as: sponsorID, event ID, companyName, contactName, telephone, email, website, social media links, bio, qr code, sponsorTags, the number of times a sponsor has been favorited, etc.

You can also extract data regarding the rooms and linked activities visits, file clicks, sponsored ads reports, leads collection and live chat engagement. For more information, click here.
Gif showing how all the fields show in the spreadsheet report

If you are sponsoring an event happening on our platform, this article is going to help you understand what you are going to be able to do and how you can manage your own information within InEvent.


How Did We Do?