Sponsor Portal Guide (for Sponsors)

This guide is for sponsors and exhibitors. The event organizer gave your company a sponsor portal: a private page where you update your listing, name your guests, check your benefits, and scan attendee badges at your booth. You don't need an account or an app.

Your Portal Link

You get the link by email, in a message titled "Your sponsor portal" or "You're a sponsor of" the event. If you paid on the sponsorship page, the link is also on the thank-you page. Click Open your sponsor portal in the email to open it.

The link is your login. Anyone who has it can edit your listing and see your leads, so share it only with people on your team. Bookmark it on each phone you'll use at the booth.

Update Your Listing

Under Your listing, add the details that appear in the sponsors section of the event page:

• Logo: PNG, JPG, WebP or SVG. A logo on a transparent background looks best. It's resized automatically, so any reasonable file size works.
• Company name, Website (the full address, starting with https://) and a Short description of up to 600 characters.
• Contact name and Contact email. Only the organizer sees these.

Click Save, then View the event page to check how your listing looks. If you're an exhibitor without a listing, the section is called Your details and has only your name and contact details.

Name Your Guests

If your sponsorship includes seats, such as a table at a dinner, you see Your guests. For each guest, enter their first name, last name and email, and click Add guest. The guest gets their own ticket with a QR code by email right away and checks in like any other attendee.

To swap someone, click Remove next to their name. Their ticket stops working and the seat is free to name again. You can't remove a guest who has already checked in. If you need more seats than your package includes, ask the organizer.

Your Benefits and Receipt

Your benefits lists what your package includes, such as a logo on the program or a booth space. The organizer checks off each item as it's delivered, so you can see what's done and what's still to come.

Once your payment is received, you get an acknowledgment receipt by email. Click View your receipt in the portal to see it again, then Print or save as PDF. The receipt shows the amount you paid and the value of the goods and services you received, such as dinner seats. If you pay by check or bank transfer, the receipt appears after the organizer records your payment. Ask your tax adviser whether any part of your payment is deductible.

Scan Badges at Your Booth

If the organizer turned on badge scanning for the event, you see Your leads and an Open the badge scanner button. The scanner works in your phone's browser.

1. Tap Open the badge scanner. The first time on each phone, enter your name. Your team sees who scanned each lead and wrote each note.
2. Tap Scan QR Code and point the camera at the QR code on the attendee's badge or ticket. If the camera won't work, type the confirmation code printed on the badge under Or enter code manually and tap Capture Lead. A USB or Bluetooth barcode scanner also works.
3. The attendee's name, email, company and job title appear. Tap Hot, Warm or Cold under Your rating. Tap it again to clear it.
4. Type a note about your conversation and tap Add note.

Several people at one booth

Everyone on your team can open the same portal link on their own phone. Each person keeps their own rating for a lead, and the lead shows everyone's rating. When ratings differ, the lead is marked Mixed. Notes are added, never replaced, so nobody erases what a colleague wrote.

Scanning someone a second time doesn't create a duplicate. You see Already in your leads, with the ratings and notes your team has added so far.

Your Leads and the CSV Download

Every lead your team captures appears under Your leads in the portal, with the most recent activity first. Use the Hot, Warm and Cold buttons to filter the list. You can add ratings and notes here after the conversation too.

Click Download CSV at any time, during or after the event, to get a spreadsheet with each lead's name, email, company, job title, ratings, every note, and who scanned them and when. The organizer can see your leads too.

Troubleshooting

• "This sponsor link doesn't work": the organizer replaced or turned off the link. Ask them for a new one.
• The camera doesn't open: allow camera access for the site in your browser settings, then reload the page. Until then, type the confirmation code by hand.
• "Lead capture isn't on for this event": badge scanning is up to the organizer. Ask them about it. You can still update your listing in the portal.
• No "Your guests" section: your package doesn't include seats. Ask the organizer if you expected some.
• No "View your receipt" link: the organizer hasn't recorded your payment yet.
• Anything else: contact the event organizer. They manage your sponsorship and can change your seats, benefits and access.