The organiser invites a person from the sponsor's side by email. The invitation link opens the event portal, and after accepting it the person becomes a manager of that sponsorship with a set of permissions. One manager is the representative. The representative can edit the company information, manage the team and assign tickets. Everyone else sees the parts of the dashboard their permissions allow.
There are four further permissions, and each can be switched on or off per person from the dashboard home page:
- lead retrieval
- task management
- booth configuration and management
- meeting management
A separate switch decides whether a team member receives official communication from the organiser.
Home
The home page shows the state of the sponsorship at a glance. On the left are the tasks the organiser has assigned to the sponsor, with priority, status and due date. Overdue tasks are marked. Opening a task shows its description and start and due dates, lets the sponsor change the status and fill in any fields the organiser has asked for, and has a conversation tab for exchanging messages with the organiser about that task.
Below the tasks is the team, split in two lists: people who hold a valid event ticket, and people working in the backstage without one. Each member shows their permissions and, where applicable, the ticket types assigned to them. The representative adds members here, removes them, toggles permissions, and reaches the ticket page to assign the sponsorship's ticket allocation to individual people.
On the right are the items that make up the sponsorship as contracted, and the sponsor's booths with their configuration status.
Company information
Under "Our info" the representative maintains what the event website and app show about the company: marketing name, logo, website, public description, and any custom fields the organiser has defined, such as industries, countries or languages. Two switches decide whether the sponsor has its own page on the event site and whether team members are listed there. A billing address is entered once and used for invoicing.
Lead retrieval
Lead retrieval has two pages. Lead retrieval configuration is where the sponsor prepares lead labels before the event. Labels are short tags such as a product name, "partner" or "hot lead". During the event, a team member scans an attendee badge in the run.events mobile app, gives the lead a rating from one to five stars, taps the labels that apply, and optionally writes a note. If the event uses gamification, the member can also record which giveaways were handed over. The configuration page also lists who on the team may scan, since scanning is tied to the lead retrieval permission.
The leads page shows every captured lead with photo, rating, labels, company, job title and who scanned it. Three charts break the leads down by rating, by label and by team member. Opening a lead shows the attendee's details and lets the sponsor adjust rating and labels after the fact. One button exports all leads to Excel for import into a CRM.
Booth events
Sponsors can run small events of their own: a demo, a talk at the booth, a prize drawing. A booth event has a name, description, image, start and end time, location, and a maximum number of attendees. It can be public, so that every attendee sees it in the app and can register, or private. Each booth event gets its own chat group, created automatically, where the sponsor and registered attendees can talk before, during and after.
A booth event can include a prize drawing. The sponsor enters the prize name, description, image, quantity and estimated value, and chooses who is eligible: everyone at the event, people whose badge was scanned at the booth, people present at the booth event, or members of the event's chat group. Eligibility can be narrowed further to specific attendee roles. Attendees enter the drawing by scanning a QR code that the dashboard displays. The draw itself runs from the dashboard, one winner at a time until the prize quantity is reached, and the winners are recorded on the event.
The organiser decides whether booth events are available on a given event.
Meetings
The meetings page works in both directions. The sponsor creates meeting slots with a start and end time, a meeting place such as the booth or a meeting room, and an optional note. A slot is Free, Reserved or Booked. Attendees see free slots in the app and can request one, which sets the slot to Reserved until the sponsor accepts. The sponsor can also organise a meeting directly by searching attendees by name or company and sending an invitation.
Accepting a request sets the slot to Booked and opens a direct chat between the sponsor and the attendee. Declining returns the slot to Free. When a meeting is accepted, the attendee is added to the sponsor's leads automatically, so a conversation arranged in advance ends up in the same list as badge scans. Meetings can be assigned to a specific team member. The meetings diary lists all scheduled, pending and past meetings with their status.
Assets
The assets page holds four kinds of material that attendees see on the sponsor's page:
- Contacts: phone numbers, email addresses and social profiles.
- Assets: documents to download, or links, each with a title, description and language.
- Products and services: name, description and logo for each offering.
- Giveaways: items handed out at the booth, with price, quantity, a limit per attendee, and an active switch. These are the giveaways that appear during lead scanning.
Matchmaking
If the event runs matchmaking, the dashboard shows a ranked list of attendees who match the sponsor's products and services, each with name, job title, company, tagline and a short introduction. The list is read-only and is meant as a starting point for meeting invitations.
Booth configuration
When the organiser sells booth space through run.events, the sponsor's booths appear on the home page with a status of Constructing, Draft or Published. Opening a booth shows the chosen booth template with its price, and sections for furniture, utilities and additional services, each with a running total in the event currency. The sponsor adds items from what the organiser offers, uploads design data for the booth, and, where the organiser has enabled it, opens the booth in the 3D floor planner. Publishing the booth marks the configuration as final and hands it to the organiser.
FAQ
If the organiser has written sponsor FAQs, they appear as a page in the dashboard, grouped by topic, with any related downloads such as exhibitor manuals or shipping instructions.
Where to start
- Accept the invitation email from the organiser. This opens the dashboard in the event portal.
- As representative, complete the company information and add your team with the permissions each person needs.
- Assign tickets to the people who will be on site.
- Create lead labels before the event, and check that the people who will scan have lead retrieval switched on.
- Install the run.events mobile app on each scanner's phone. Lead scanning is part of the standard app, and there is nothing separate to install.
Questions and feedback are welcome in the community forum.