This module provides the ability to sell sponsorships, generate contracts and collect payments (with Financial Module) from sponsors online at any point during the show cycle.
Make it easy for sponsors to buy sponsorships using a secure self-serve portal
Expedite and increase sponsorship sales, and sell much sooner in show cycles
Accelerate cash flow with easy invoicing and secure payments
Setting up the system for online sponsorship sales is done by first creating Sponsorship Types for each category of Sponsorship, then adding the items pricing and inventory in the Financial Set Up. Once the items are available to be sold in the Financial Setup, descriptions are added in Sponsorship Management. On the website, the sponsorship contract is added.
Before adding the Sponsorship details you must add a Financial Item.
1. Financial Item Type - The sponsorship item type is already set up by default, if there are any additional item types that are needed they should be set up at this time. If the items that are being sold on the sponsorship contract are not going to be using the payment schedule you setup for booth sales, check the “ignore schedule” check box for those Item Types.
2. Sponsorship Type – These are the categories or groups that sponsorships will be sorted into on the Sponsorship Contract. You can either use the sections described in your prospectus or divide them into easily understandable sections. This will be how the sponsorships are organized on the contract. You can also sort by these types on the Sponsorship Gallery. (Ex. Print, Signage, Web)
Step 1: Select Sponsorship on the Left Toolbar
Step 2: Select Sponsorship Types from the Settings drop down in the top right corner
Step 3: Add each Sponsorship Type in the text field and select the sort order.
Step 5: Review the Types and Sort Order.
3. Contacts collected during the Contract – Typically the Sponsorship contact is collected during Sponsorship sales. If there are any additional contact types that need to be collected other than the default types (Primary, Financial, etc.) they must be added before the Contract is created.
Step Two - Financial Set Up
For each item that will be sold on the sponsorship contract, an item needs to be added in Events>Financial>Settings>Financial Set Up. Items that are inventory-controlled must have an amount in the Inventory column.
Step 1: Select Financial from the left toolbar.
Step 2: Select Financial Setup from the Settings drop down in the top right corner.
Step 3: Create a New Item for each Sponsorship you are selling. NOTE: Inventory will control how many Sponsorship Items can be sold. Inventory = 0 is UNLIMITED
Step Three - Sponsorship Management
Add details for the Sponsorship items that are being sold online at Events>Sponsorships>Settings>Sponsorship Items. Each item needs the following fields -
2. Brief description (text)
3. Detailed description (HTML-formatted text)
4. List of deliverables - a list of items sponsor will need to provide in order for the sponsorship to be fulfilled.
5. Logo Image - Browse for and upload an image. The system will resize it automatically to fit in the details pop up on the Public site.
- File format requirements: JPG (Recommended), PNG or GIF
- Orientation: Landscape (Recommended) or square. Vertical oriented images display too small in the tiles
- File size: Under 150kb
- Dimensions: Up to 250 x 250px (Recommended) A max-height of 120px will be applied to each image so they will only display at 120px in the tiles as well in the pop-up modals.
6. Sponsorship type - this is the category for grouping sponsorships on the web form (added in Manage Items)
7. Item name –This drop down field has all the financial items from the rate card, and allows the user to select which item to associate with this record. This is what the system uses to create orders, and check inventory.
8. Display - checkbox to show or hide the sponsorship in the online sponsorship contract. Undisplayed sponsorships may still be sold via the link builder tool.
9. Start date – when this item is for sale
10. End date – when this item is no longer for sale
Step Four - Template Management
1. Go to Events>Events Settings>Event Settings>Template Management and select Sponsorship Confirmation (ID82) .
2. Then update the Sponsorship Confirmation template using the WYSIWYG tools.
i. Add merge fields - To add a Merge Field, select the field from the drop down entitled “List of Fields”, place your cursor where you want the field to be, and then click Insert. Do not remove the ## characters because this tells the system it is a merge field.
NOTE - there are some special merge fields as follows
1. SSO link – a Single Sign On link that takes the recipient to the public side and logs them in as the company. If you are allowing companies to pay on the public site, be sure to include this link as part of the payment instructions.
2. IP Address – The unique identifier of the network of the person who signed the contract.
ii. Add images (optional) - Images are first uploaded into Events>Features>Content Management>File Management, then selected by clicking the Image Manager Icon (or using crtl+M on your keyboard). Select the image from the folder you have uploaded it into, and select any styling from the menu.
iii. Add hyperlinks (optional) - Hyperlinks are added by highlighting the text you want to link, clicking on the Hyperlink Manager, and entering the URL that you would like to link the selected text. Be sure to use http://.
iv. Edit text - You can edit or enter new text into the main text area.
v. Format text- Text is formatted using the standard tools like Bold, Italicize, and Underline, and more advanced items like Strikethrough, page justification, font type, font size, font color, highlight color, and paragraph styles [ex. Numbered list, Heading 1]
vi. Configure TO: and CC Hierarchy - These 2 fields are set up as a hunt sequence. The First Contact type will be sent the email, in the case that there is not an email address for this contact, or not a contact of this type associated, then the system will look to the next contact in the hierarchy. If there are no contacts associated to any contact type in the hierarchy, the system will use the Company Contact.
vii. Update - Click the update button to update the Template.
Step Five - Content Management
There are two Sponsorship-related functional pages that should be displayed in Content Management.
The Sponsorship Gallery SponsorshipGallery.aspx displays a grid of sponsorships available for sale. It does not require exhibitor login.
The Sponsorship Sales page is e_SponsorshipSales.aspx, and must be allowed AND displayed to show in the drop down menus. To send the URL only to selected companies, make the page allowed, but NOT displayed. Then email the URL of the page to those selected companies. This page requires exhibitor login; ensure that e_login.aspx is also Allowed.
Step Six - Message Management
Events>Content Management>Settings>Message Management
Turn on Messages on the public site to see the message numbers by checking the “Show message number on public site” checkbox. As you review the Sponsorship module, update any messages to your preferred text. Note – using the find (crtl+F) function of your browser to quickly locate the message number will make this much faster and easier.
Step Seven (Optional) - Exhibitor Console
Request your Implementation Manager/Support to add a tile in the exhibitor console to link to the gallery or sponsorship contract.