Sponsorship dashboard: Meetings

Sponsorship dashboard: Meetings

The Sponsor Partnership Meetings feature allows sponsors to schedule, manage, and track meetings with event attendees directly from the Sponsorship Dashboard. It introduces a structured booking flow that helps sponsors generate leads, organise their time, and engage more effectively with attendees throughout the event.

With this functionality, sponsors can easily arrange meetings with attendees by proposing a time and place, selecting from their available meeting slots, and choosing the attendee directly from the searchable attendee list.

Permissions for Sponsor Staff

Sponsor representatives can manage team permissions:

• Meetings — allows access to all meeting related features

If unchecked, the staff member cannot see or use the Meetings section.

Before creating meeting slots, make sure that you — and any colleagues who will participate in meetings — have the Meetings permission enabled.

Enable the Meetings Role

• Open the Sponsorship Dashboard
• Go to Team Members
• Activate the Meetings permission for yourself and for any staff members who will hold meetings with attendees

Once enabled, a Meetings tab will appear in the left‑hand menu.

Creating Meeting Slots

Go to: Sponsorship dashboard -> Meetings

Meeting Slots

To create a new slot:

• Click Add Slot
• A flyout opens where you can define:
• Start date & time
• End date & time
• Meeting place
• Notes (optional)

• Click Save
• The slot appears in the list with the status Free

Slots are created one at a time and belong to the partnership, not to individual staff members. Any team member with the Meetings permission can view and manage all slots.

Organize a Meeting

Click Organize a Meeting

Search for Attendees

Sponsors can proactively reach out to attendees.

Search by:

• First name
• Last name
• Full name
• Company

Result cards show profile photo, name, company, job role, biography, and attendee role.

Only attendees who:

• Have a ticket for the event
• Have assigned their ticket
• Have a public profile enabled will appear in search results.

Arrange the Meeting

After selecting an attendee:

• Choose an existing slot
• Create a Custom time*

• Enter meeting details
• Send Meeting Request

Note: A Custom time does not require a pre-created slot – it lets you propose any time directly to the attendee without reserving a slot from your list.

If a slot is selected, it becomes Reserved.

Editing a Slot

Click any slot to:

• Change the meeting place
• Update the note
• Change the status (Free → Reserved → Booked)
• Delete the slot (only if not linked to a meeting)

Changing a slot to Reserved or Booked hides it from attendees.

Meeting Status Lifecycle

Meetings can move through the following statuses:

When a meeting is accepted, a lead is automatically created for the sponsor if one does not already exist.

Email Notifications

Email notifications are automatically sent when meeting statuses change.

Examples

• Sponsor requests a meeting → Attendee receives an invitation
• Attendee requests a meeting → Sponsor staff receive a notification
• Meeting accepted → counterpart receives confirmation
• Meeting declined or cancelled → counterpart is notified

Emails use event branding and support placeholders such as: Attendee Name, Sponsor Name, Meeting Date, Meeting Time, Meeting Place, Meeting Note

Meetings Page Overview

The Meetings page contains:

Meeting Slots

A list of all time slots created by the sponsor partnership. Each slot shows:

• Time and location
• Status: Free, Reserved, or Booked
• Options to edit or delete (if unused)

Meetings Diary

A chronological list of all scheduled meetings, showing:

• Attendee name and photo
• Meeting time and location
• Status: Accepted, Declined, Maybe, Cancelled
• Quick access to meeting details and chat

Actions available:

• Accept / Decline / Maybe
• Assign a staff member
• Cancel the meeting

Conversation

Each meeting includes a built-in real-time chat thread that allows sponsors and attendees to communicate directly before and after the meeting. This makes it easy to clarify details, share additional information, or coordinate lastminute changes.

Every meeting automatically receives its own dedicated chat room, ensuring that all messages stay organised and tied to the correct meeting. The chat becomes available as soon as either party sends the first message.