Sponsor intake form

The intake form is how sponsors put themselves into Sessionboard. A sponsor opens the link, fills in their company and their own details, and on submit the group and its primary contact are created in your event and the contact is in the portal. You set it up once under CRM → Sponsors → Intake Form.

Note

Sponsors is part of the Sponsors & Exhibitors module. If CRM → Sponsors is missing from your sidebar, ask support@sessionboard.com to enable it for your event.

Training video · 4:41Exhibitors and sponsorsExhibitors and sponsors are groups, companies with contacts attached. The two lists, the group profile and its CRM tab, tiers and what they unlock, portal access for a sponsor's people, the intake form that lets sponsors onboard themselves, and adding a group by hand.

1. 0:02Exhibitors and sponsors
2. 0:31The exhibitor list
3. 0:59Sponsors and tiers
4. 1:21A group profile
5. 1:53The people attached
6. 2:18Portal access
7. 2:45Tiers
8. 3:10The intake form
9. 3:45Adding a group by hand

Set up the form

Go to CRM → Sponsors → Intake Form. The builder has four steps in the left rail; move through them with Next and click Save at the top right when you are done — nothing is published until you save.

Welcome & Terms

What a sponsor sees first. Set the Welcome Title, switch the Welcome Description on and write the short explanation under it, and switch Terms & Conditions on to require acceptance of your sponsor terms before the form opens.

Group information

The company. Give the section a Section Title and Description & Instructions, then build the Form Questions. Name is always required; Add Field offers every group field on the event — Tier, Website, Booth Number, address, social links and any custom group field you have created — plus section headers to break the page up. Drag fields to reorder them and use the Required switch on each.

Contact information

The person filling the form in, who becomes the group’s primary contact. First Name, Last Name and Email are always required; add Job Title, Mobile Phone or any other contact field the same way.

Notifications

Who on your team hears about a new sponsor, and what the sponsor receives. Pick the admins under What admins should be notified when a new group is submitted?, then review the two templates: Submission Confirmation goes to the submitter (switch it off or Customize the wording) and the admin alert goes to the people you picked.

Share the form

Click Copy Link at the top of the builder and put the address in your sponsor contract, confirmation email or prospectus page. View Form opens it exactly as a sponsor will see it. Each sponsor who completes it creates one group and one contact — you never key in a confirmed sponsor by hand.

After a sponsor submits

• The group appears on CRM → Sponsors with the answers from Group information on its Profile tab, and the submitter on its CRM tab marked Primary.
• The submitter already has portal access. To add colleagues, open the group and use CRM → Add, then Actions → Manage Portal Access — see Create sponsor groups & contacts.
• If Tier is on the form, the sponsor’s choice is set on the group; otherwise set it yourself — see Sponsor tiers.

Tip

Keep Group information to what you need before the event starts. Booth graphics, logos and session details are easier to collect afterwards as portal tasks, where you can chase them one at a time — see Assign tasks.