Sponsor Communication

How can I ask for missing information from sponsors?

You can request for additional information from a sponsor easily. Follow these three steps.

Step 1: Click on the 'Request' icon against the speaker names in the ‘Manage Sponsors’ section.

Step 2: In the pop-up dialogue box that comes up, you can choose to request for missing information or missing documentation. Select the fields that are relevant and appropriate (check boxes or edit request content)

Step 3: You can send the request right away or schedule it to be sent later. This triggers an email to the sponsor with the message and a link for them to update the information. Once they update the information, it is automatically saved to their record.

Can I send emails to individual sponsors?

Yes, you can. You can send personalized messages to individual sponsors. Follow these steps:

Step 1: Click on the 'Bell' icon (labeled 'Notify') against the sponsor names in the ‘Manage Sponsors’ section.

Step 2: Select the options in various fields and for ‘Email Subject' and ‘CC Email Addresses’. You can choose to send a copy to the 'Executive Sponsor'. You can select an email template from the available templates; these allow you to quickly leverage existing content in the system. Once you have edited the content, you can send the email right away or schedule it to be sent.

How can I manage all the emails sent to each sponsor?

You can view the status of all communication sent to each sponsor so that you can make decisions on contacting them and engaging them. Follow these steps:

Step 1: In the ‘Manage Sponsors’ section, there is a column titled ‘Emails sent’./p>

Step 2: Under this column, you can click on the ‘Preview’ button against a sponsor and view all the emails sent to them. In the pop-up dialogue box, you will be shown all the emails that were sent and when and if they were opened or not.

How do I know if a sponsor opened my emails?

Step 1: In the ‘Manage Sponsors’ section, there is a column titled ‘Emails sent’. Under this column, you can click on the ‘Preview’ button.

Step 2: You can view the date on which the emails were sent and if the sponsor has opened them or not.

How do I receive content from sponsors?

There are two ways for sponsor content can be uploaded.

1: You can add the information when you create a sponsor. You can later edit it as well.

2. You can request content from the sponsor as well which automatically is stored in the sponsor record information. You can learn how to request for content from the sponsor from previous questions.

Can I add special comments about each sponsor?

Yes, you can, in the 'Notes' field at the bottom of the page where you edit the sponsor information. Here you can enter comments about the sponsor. The note entered here can be viewed by clicking the ‘View’ icon against the specific sponsor.

Is there a one page summary of each sponsor?

Yes. You can access the one page summary of the sponsor information with the 'View' button (eye symbol). This makes it allows you to view the information in a concise manner, making it easy to navigate and identify gaps.

Can a sponsor be associated with multiple sponsorships?

Yes, they can. You can associate a sponsor to multiple sponsorships through the 'Sponsor Type' field. A dropdown appears when you click on the box associated to sponsor type. You can select all the sponsorships that the sponsor has committed to by clicking the check boxes. This will automatically count towards the revenue and also reduce the inventory of the available sponsorships so that sponsorships are not oversubscribed.

Can I send emails to all sponsors at a time?

Yes, you can. In the drop-down under ‘Sponsors’, click on ‘Bulk Notify’.

Here you can choose to send bulk emails to certain set of sponsors. To do that, select the sponsor type you would want the bulk email to be sent to. You can also select sponsors according to their status. Then select the email template that you want to use, make changes to the content as needed and send the email now or schedule it for later. Once you send the email you can also view the open rates in the sponsor dashboard to see engagement.

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