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  2. Sponsor & Exhibitor Management

Sponsor & Exhibitor Manager Forms & Workflows

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This article is the hands-on build guide and will walk through the full workflow of getting your Event ready to launch. Follow the steps in sequence for the smoothest setup, or jump to the section you need.

This Article Covers
•  Setting up your Event using AI Quick Start or manual setup
•  Building Forms and Form Templates
•  Reusing Form structures with Form Templates
•  Adding teammates to your account
•  Configuring your branding with Themes
•  Testing your setup before going live
•  Inviting Sponsors and tracking invitation status
•  Tagging Sponsors and Exhibitors with Labels
•  FAQs
Continue To
•  New to the product? Start with the Sponsor & Exhibitor Manager Overview to learn the core concept
•  Finding your way around the interface? Read Navigate Sponsor & Exhibitor Manager to see how the Organiser View is laid out.
•  Want to see the Sponsor side? Read The Sponsor Experience to understand what your Sponsors and Exhibitors see and do.
•  Managing an Event that's already live? Go to Sponsors and Submissions to track progress, review Submissions, send reminders, and export data.
•  Want to email your Sponsors and Exhibitors directly? Read Sponsor & Exhibitor Manager Email Campaigns to build templates and send bulk emails.
•  Looking up an unfamiliar term? Head to the Terms and Glossary.

How Setup Works

Setting up an Event follows the same six stages every time. This article works through them in order, but you can build your Forms in whatever sequence suits you.

Stage
What you do
Set up your Event
Create your Project and Event(s)
Build Forms
Create the Forms that collect information and files from Sponsors and Exhibitors, choosing whether each one applies to the whole Project or an individual Event.
Brand it
Configure a Theme so the Sponsor Dashboard reflects your Event identity.
Test
Invite yourself as a test Sponsor and run the full experience end to end.
Invite
Send invitations to your real Sponsors

Before You Start

Before you build anything, decide how you'll set up and gather what you'll need.

Working as a team? If colleagues will help you build or manage your Events, invite them to your account before you start. Team users are managed at the account level under Settings → Team users, so each colleague only needs to be added once. They can be added at any time. See Add a Teammate below.

You have two ways to set up your Event: AI Quick Start or manual setup. Both produce exactly the same configured Event, the choice comes down to your situation.

AI Quick Start
Manual setup
Best when you have a sponsorship prospectus available and want a faster first pass. Ideal for one-off or new Events. Always review AI suggestions manually before confirming.
Best when you don't have a prospectus, prefer full control over your setup, or are running a recurring Event series where you'll reuse saved Form Templates.

What to have ready

If using AI Quick Start: Have your sponsorship prospectus as a PDF (maximum 25MB). A clearly structured prospectus with named tiers, package inclusions, and explicit Event details gives the AI the most to work with. Scanned or image-heavy PDFs may produce less accurate suggestions.

If using manual setup: Have your Event name, dates, time zones, and sponsorship tier names (for example, Gold, Silver, Bronze) ready before you begin.

Add a Teammate

1.  Go to Settings
2.  Click Team users
3.  Select Invite teammate in the upper right corner
4.  Enter the teammate's email address
5.  Select Send Invite. They will receive an email with a link to accept the invitation and join the team

Each teammate appears in the Team users list along with their email, date joined, last sign-in, and a status of member or owner. From the three-dot menu on a teammate's row, an owner can select actions such as Make team owner or Remove from team.

Click on a specific teammate to open their own record: a Details tab (their email, whether the email is verified or unverified, the date they joined, and their last sign-in date and time) and a History tab (a log of when they were invited, joined, and last signed in).

Notes:

If an owner removes a teammate, that person's record stays in the Team users list marked as removed, rather than disappearing, so you keep a history of who's had access. A removed teammate can be added back at any time without creating a duplicate record.

Team users currently have access to your whole account, not to individual Projects or Events, so adding a colleague here applies across everything you manage. The ability to share specific Projects or Events with particular users, such as a regional team who should only see their own city's Event, is on the roadmap and not yet available. This article will be updated once that capability is released.

Set Up Your Event

This is the first build stage: create the Project and Event(s) that everything else hangs off. Choose AI Quick Start to draft this from a prospectus, or manual setup to build it yourself.

Option 1 - AI Quick Start

AI Quick Start reads your prospectus and automatically suggests your Event structure, sponsorship tiers, and initial Form outlines. Nothing is created until you confirm, so you can edit suggestions freely before anything is saved.

1.  From Team Overview, select AI Quick Start
2.  Upload your prospectus PDF
3.  Click Analyse. The platform analyses the document and suggests Event names and dates, sponsorship tiers and packages, and Form structures based on the content
4.  Once the analysis is complete, click Review suggestions. Edit names, correct details, update package colours, and adjust anything freely. To discard all suggestions and start again, close the screen without confirming
5.  Once you are happy with the suggestions, click Apply and create project. The platform creates your Projects, Events, and initial Forms based on your choices
6.  A summary of what was created appears on screen. Click Continue to your project

Notes:

If you have previously uploaded the same prospectus document, the platform will detect this and ask whether you want to use the existing analysis or start fresh, preventing duplicate Events from being created unintentionally.

If new information needs to be added to an Event that AI Quick Start has already created, add it manually rather than re-running AI Quick Start on the same Project. Re-running AI Quick Start with updated information creates a new, separate Project and Event. If you want to bring new Forms from that new analysis into your original Event, save them as a Form Template and use Create Form from the Template inside your existing Event, rather than working from the newly created Project. This avoids duplicate Projects and Events building up from repeated AI Quick Start runs.

Document requirements: AI Quick Start currently accepts PDF files only, with a maximum file size of 25MB. English is the only officially supported language, though documents in other languages may be processed. Support for additional file types is planned for a future release.

Option 2 - Manual setup

Use manual setup if you prefer to build everything yourself, do not have a prospectus document, or are working with a recurring Event series where you plan to reuse Form Templates. The steps below follow the most common flow, but there is no strict required sequence.

Create a Project

1.  Navigate to Team Overview
2.  Click Create in the upper right corner
3.  Give your Project a name and optionally upload a thumbnail
4.  Select Create. Your new Project will appear in the list

Edit a Project

1.  Navigate to Team Overview
2.  Click the Project you want to edit
3.  In the Project's Summary, click the three-dot menu in the top right corner
4.  Select Edit Project
5.  Update the Project name or thumbnail as needed
6.  Click Save

Create an Event

1.  Navigate to Team Overview
2.  Click the Project you want to edit
3.  In the Project's Summary, click the three-dot menu in the top right corner
4.  Click Create Event
5.  Enter the Event name, description, start date and time, end date and time, time zone, and thumbnail
6.  Click Create to save

Edit an Event

1.  Navigate to Team Overview
2.  Open the Project, then open the Event you want to change
3.  Click the three-dot menu in the top right corner of the Event
4.  Select Edit Event
5.  Update the Event details as needed
6.  Click Save

Delete an Event

1.  Navigate to Team Overview
2.  Open the Project, then open the Event you want to remove
3.  Click the three-dot menu in the top right corner of the Event
4.  Select Delete Event
5.  Confirm the deletion when prompted

Note: Deleting an Event is permanent. If you may need an Event again later, archive the Project instead of deleting the Event

Build Forms

Forms are how you collect information and files from Sponsors and Exhibitors. Each Form is structured using Field Groups, named sections that organise related questions together, making long Forms easier for Sponsors to work through.

Available field types

The following field types are available when building any Form or Form Template:

•  Text
•  URL
•  Text Area
•  Image
•  Dropdown
•  Radio Buttons
•  Email
•  Mobile
•  Checkbox
•  Date
•  Date Range
•  Rich Select
•  File Upload - the Sponsor or Exhibitor uploads a file to you (for example, a logo or booth artwork). Accepted file types and size limits are shown on the step itself
•  File Attachment - the reverse direction of File Upload: you provide a file for the Sponsor or Exhibitor to download or open, such as a code of conduct, invoice terms, or booth setup instructions. Upload from your device or add a link. Sponsors and Exhibitors can download the file to their device or open it in a new tab without leaving the Form.
•  Informational - presents rich text content (instructions, context, terms, or guidelines) without asking the Sponsor or Exhibitor for a response. It cannot be marked as required and does not count toward Form completion, and it looks visually distinct from a question so it's clear at a glance that no action is needed. Useful for a welcome message, a code of conduct summary, or submission guidelines

Note: Character limits are generous but not unlimited. Informational fields allow up to 10,000 characters. All other text-based fields allow up to 2,000 characters.

Repeatable Fields and Field Groups

Some information naturally repeats, for example, details for several speakers, or documentation for multiple sessions. Rather than building a separate Form or a fixed number of duplicate fields in advance, you can mark a Field or an entire Field Group as repeatable.

To do this, tick Allow multiple entries on the Field or Field Group when building your Form (see Form content below). The Sponsor or Exhibitor then sees an Add another option and can add as many entries as they need, each collecting the same set of fields.

Note: This is set once, when you build the Field or Field Group. You don't need to decide in advance how many entries a Sponsor or Exhibitor will submit.

Create a Form

Forms are what you build to collect information and files from Sponsors and Exhibitors, and every Form is created the same way regardless of what it's for.

To create a Form:

1.  Navigate to Team Overview
2.  Click the Project you want to edit
3.  In the Project's Summary, click the three-dot menu in the top right corner
4.  Click Create Form, then work through four steps:

Step 1 - Form Setup

Choose how the Form is filled in and who it's for:

How is it filled in?

•  Once for the project - One submission per Sponsor or Exhibitor, regardless of how many Events.
•  Separately for each event - A new submission for each Event they're invited to.

Which Sponsors & Exhibitors should fill this in?

Assign it automatically by Event, or hand it out to specific Sponsors & Exhibitors yourself.

Automatic - assigned based on the Events they're in:

•  Sponsors & Exhibitors of any Event - Every Event in the project, including Events added later.
•  Sponsors & Exhibitors of specific Events - Choose one or more Events from the dropdown. New Sponsors & Exhibitors invited to these Events are added automatically; Events added later are not included.

Manual - you pick the Sponsors & Exhibitors yourself:

•  Specific Sponsors & Exhibitors you choose - This is independent of which Event they're in and selected after the Form is created. If you've tagged your Sponsors & Exhibitors with Labels, you can also assign by Label as a faster alternative to selecting people one by one. See Tagging Sponsors and Exhibitors with Labels below. Assigning by Label gives exactly the same result as assigning each of those Sponsors & Exhibitors individually; it isn't a separate Form Scope option.

As you make these selections, an in-plain-English summary spells out exactly who will receive the Form and how often. For example, "Sponsors & Exhibitors invited to the selected events fill this in once for the project."

Click Next

Step 2 - Form details

Fill in:

1.  Name (Sponsors and Exhibitors see this as the title of their task on their Dashboard and as the heading on the Form)
2.  Choose from available preset Icons
3.  (Optional) Description
4.  (Optional) Due date

Click Next

Step 3 - Form content

Under Field Groups, do the following:

1.  Enter a Group Title. For example, "Company Information" or "Booth Requirements"
2.  (Optional) Add a Description to explain the section to Sponsors
3.  Under Fields, do the following for each field you want to add:
1.  Give the Field a Label (this is the Field's own name on the Form, not the same as a Sponsor & Exhibitor Label)
2.  Select the Field Type (see Available field types above)
3.  Tick the Required checkbox if that Field is mandatory
4.  (Optional) Add a Field Description and a Placeholder
5.  (Optional) Tick Allow multiple entries if Sponsors and Exhibitors may need to submit this Field, or the whole Field Group, more than once (see Allow multiple entries above)
1.  To add another Field within the same Field Group, select + Add Field and repeat the Fields steps above
2.  To add a new Field Group, select + Add Field Group and repeat the Field Groups steps above

Click Next

Step 4 - Review

A summary Form setup is shown, based on the scope you chose in Step 1.

•  Click Save to keep the Form as a draft without publishing
•  Click Save and Publish to save and publish it immediately

Notes:

Do not navigate away from this screen before saving. Unsaved changes will be lost.

Due dates are informational only. Forms do not lock when the due date passes, and Sponsors can still submit after that date. Automated reminder emails fire 2 weeks and 1 week before the due date. For the full reminder schedule and how to customise it, see Manage Email Notifications in Sponsors and Submissions article.

Save a Form as a draft

You can save a Form as a draft at any point during creation by clicking Save at the bottom. You do not need to complete all required fields first. Drafts let you build and refine Forms privately before they become visible to Sponsors.

To view your drafts:

1.  Go to a Project or Event
2.  Select Forms
3.  Click the Draft tab at the top of the search bar

Note: Before publishing, open the Form's Preview tab to check how it will look to Sponsors, particularly rich text formatting such as links and bullet points, which can render differently than expected. See Preview in View a Form's full details below

Edit a Form

Forms can be edited at any time, including after they have been published and after a Sponsor has submitted a response.

1.  Go to a Project or Event
2.  Select Forms
3.  Find the Form to edit
4.  Click the three-dot menu next to the Form
5.  Select Edit Form
6.  Make your changes and save

From the same three-dot menu, you can also:

•  Select View Submissions to jump straight to that Form's responses
•  Select Create Template to save the Form's structure as a reusable Form Template
•  Select Export approved responses (ZIP) to export approved data for that Form only
•  Select Send reminders to remind Sponsors and Exhibitors with an outstanding task on that Form

Note:

To take a published Form out of circulation, navigate to Edit Form and at the very end, select Unpublish.

The Submission history log shows the date and time of each change, what the change was, and the account name that made it.

For a Form set to automatic assignment, you can also use Edit Form to change how it's filled in and which Sponsors & Exhibitors it applies to. For example, adding or removing the specific Events it's tied to. This uses the same Step 1 - Form Setup screen shown when the Form was first created.

Editing a Form that Sponsors have already started or completed changes what they see going forward, not just for new Sponsors. This carries more risk for a whole-project Form (see How is it Filled in under Form Setup above), since a single edit can affect Sponsors and their responses across every Event in the Project, not just one. Consider the impact on Sponsors who have already submitted before editing a live Form. If a change to a Form's audience would hide a response a Sponsor or Exhibitor has already submitted, you're warned before the change takes effect.

View a Form's full details

Alongside the three-dot menu actions above, you can click a Form's name directly (rather than the three-dot menu) to open its full record. This will display five tabs:

Tab
What it shows
Details
The Form's status, its due date, its visibility, and, for a Form set to manual audience, the Specific sponsors & exhibitors panel, where you assign or remove the people who receive it (see Assign Sponsors or Exhibitors to a Form below)
Fields
The Fields configured on the Form (see Available field types above)
Preview
How the Form will appear to Sponsors and Exhibitors
Submissions
This Form's responses only, with the same status tabs (All, Not started, In progress, Needs review, Changes requested, Approved, Overdue) available at Project/Event level, plus a search bar, column filtering, show/hide columns, a download option, a Send reminders to all button, and a Review button on each row
History
A log of activity on that Form

See Review Submissions in the Sponsors and Submissions article for what to do once you're inside a Submission.

Manually assign Sponsors or Exhibitors to a Form

If a Form's audience is set to Automatic, you don't assign individual people. Instead, adjust which Events the Form applies to using Edit Form steps above. If a Form's audience is set to Manual, follow the steps below:

1.  Go to a Project or Event
2.  Select Forms
3.  Click the Form's name to open its full record
4.  On the Details tab, use the dropdown in the Specific Sponsors & Exhibitors panel to select which Sponsors or Exhibitors to add
5.  Click Save

To remove someone, click Remove next to their name, then Save.

Form Templates

Form Templates let you save a Form structure once and reuse it across future Events, so you build the structure once and apply it each year instead of starting from scratch. Use them when you run recurring Events with consistent Sponsor requirements. Templates and the Forms created from them are fully independent: editing one does not affect the other. Form Templates are managed under Settings → Form Templates.

Create a Form Template

1.  Go to Settings
2.  Select Form Templates
3.  Click Create Form Template in the upper right corner
4.  Enter a Name for the Template
5.  Under Field Groups, add a Group Title, optional Description, and then Fields (using the field types listed in Available field types above)
6.  Click Create to save your Form Template

Notes: Click a saved Form Template to open its own record: a Details tab (the Template's field structure) and a History tab (a log of activity on that Template).

Use a Form Template

To create a new Form based on a Template:

1.  Go to Settings
2.  Select Form Templates
3.  Click the three-dot menu to the right of the Form Template you want to use
4.  Select Create Form
5.  Configure the required fields according to the Event it's for
6.  Click Save to keep it as a draft, or Save and Publish to publish the Form

You receive a complete, independent copy of the Template's Field Groups, Field Types, and settings, ready to customise for the new Event.

Edit a Form Templates

1.  Go to Settings
2.  Select Form Templates
3.  Select the Form Template you want to edit
4.  Click the three-dot menu in the upper right corner
5.  Select Edit
6.  Update the fields as needed
7.  Click Update to save your changes

Note: Changes made to a Template do not affect Forms that were already created from it.

Delete a Form Template

1.  Go to Settings
2.  Select Form Templates
3.  Click the three-dot menu to the right of the Form Template you want to delete
4.  Select Delete
5.  In the pop-up, select Delete form template to confirm

Themes: Customise Your Branding

A Theme controls how the Sponsor Dashboard looks to your Sponsors. Set one up before inviting Sponsors so their Dashboard reflects your Event identity rather than appearing unbranded. Themes are created and managed under Settings → Themes, set at the Project level, and apply to all Events within that Project.

Notes:

Have your hex colour codes (for example, #FF5733) and logo files ready before starting. Accepted logo formats are PNG and SVG. If you are unsure of your brand assets, your organisation's marketing or design team should be able to provide them.

Themes affect the Sponsor Dashboard only. They do not change the appearance of the automated emails Sponsor & Exhibitor Manager sends, such as invitations and reminders, which are fixed and sent as-is regardless of your Theme. This is separate from Email Templates, which you build and send yourself and can style however you like. See Automated Email Content in Sponsors and Submissions article, and Sponsor & Exhibitor Manager Email Campaigns for building your own branded emails.

A live preview beside the editor updates as you work, so you can check your changes before saving. You can switch the preview between the Dashboard and a Task form to check how your Theme looks on both surfaces.

Create a Theme

1.  Go to Settings
2.  Select Themes
3.  Select Create Theme in the upper right corner
4.  Provide a Theme name
5.  Edit your branding across the following tabs: Colours, Buttons, Cards, Layout, and Advanced
6.  Click Create to save your Theme

Apply a Theme to a Project

1.  From Team Overview, select the Project you want to apply a Theme to
2.  In Summary, click the Theme tab
3.  Click the Assigned Theme dropdown and choose a Theme
4.  Click Save

Note: From the Theme tab, you can also click Manage Themes to jump straight to your Themes in Settings.

Edit a Theme

1.  Go to Settings
2.  Select Themes
3.  Select your chosen Theme to edit
4.  Update the relevant branding elements
5.  Select Save to apply your changes

Delete a Theme

1.  Go to Settings
2.  Select Themes
3.  Find the Theme to delete
4.  Click on the three-dot menu next to the Theme
5.  Select Delete

Test Before You Go Live

Before sending invitations to real Sponsors, run a full end-to-end test. This lets you experience the setup exactly as your Sponsors will and catch any issues while you still have time to fix them.

Note: Always use your own email address with plus-tagging when testing (for example, yourname+test@yourcompany.com). The invitation arrives in your regular inbox, but Sponsor & Exhibitor Manager treats the address as a separate contact, giving you the full Sponsor experience without affecting your real Sponsor list.

1.  Confirm your full setup is complete: Project, Events, Forms, and Theme
2.  Invite yourself using email plus-tagging
3.  Open the invitation email and click the link to access the Sponsor Dashboard as a test Sponsor
4.  Work through the complete Sponsor experience: view your tasks, fill in a test Form, and submit it
5.  Switch to your Organiser View and review the test Submission. Try each available action: Approve, Ask a question, and Request changes

When everything works as expected, you are ready to invite your real Sponsors

Invite Sponsors and Exhibitors

With your Event structure, Forms, branding, and testing complete, you are ready to bring your Sponsors in.

Send invitations

To invite Sponsors and Exhibitors:

1.  Go to the Project or Event you want to invite from
2.  Click Invite Sponsors & Exhibitors in the top right corner
3.  From the dropdown, choose the Event(s) you want to invite the Sponsor & Exhibitor to
4.  Click Next
5.  Add Sponsors and Exhibitors one at a time to the recipient list, or paste a batch of email addresses to add several at once. When you add several emails at once, the platform identifies each person's company from their email domain and groups them together
6.  (Optional) Apply a Label to any Sponsor or Exhibitor you've added, if you use Labels to group them. See Tag Sponsors and Exhibitors with Labels below for what Labels do and how to use them elsewhere
7.  Click Next
8.  If any Forms in this Project or Event are set to manual audience, an Assign forms step appears next. Forms with an automatic audience are already included and shown as checked; tick any manually-scoped Form you also want to assign to this recipient
9.  Review details
10.  Once confirmed, click Send Invitations

Notes:

•  Once sent, invitations cannot be recalled. If an invitation was sent to the wrong email address, contact the Jomablue support team for assistance.
•  When inviting several people from the same company, Sponsor & Exhibitor Manager groups them together automatically based on their email domain and pulls in the company logo where available. You can split invitees into separate companies at the invite step if needed. Common email providers, such as gmail.com, are always kept separate by default. You can also leave the company field blank and let the recipient confirm their own company details when they accept the invitation.
•  You can also start an invitation from inside a specific Event, using the Invite Sponsors & Exhibitors button at the top right of the Event, or from its three-dot menu. When you invite from inside a specific Event this way, the invitation is locked to that Event, so no other Event can be selected during the invite.
•  If there's likely to be a gap between a Sponsor accepting their invitation and their first Form-related email (for example, while you're still finalising Forms), consider letting them know upfront that they can return to their Dashboard at any time via sponsorandexhibitor.com, signing in with their email address.
•  If a Sponsor's Events change after they've been invited (for example, they're added to a second city in the same Project), see Change a Sponsor or Exhibitor's Assigned Events in the Sponsors and Submissions article, rather than re-inviting them.

Tag Sponsors and Exhibitors with Labels

Labels are an optional way to group your Sponsors and Exhibitors however suits you. For example by status, region, or sponsorship tier. Labels are purely for grouping. Adding or removing a Label never assigns or unassigns a Form on its own, and Labels are only visible to organisers. Labels can reflect things like sponsorship tiers, but they aren't the same as a formal tier system and aren't limited to that use.

Apply a Label

You can apply a Label in any of the following places:

•  While inviting a Sponsor or Exhibitor, during the invite flow, in bulk, from the Sponsors & Exhibitors list
•  When editing an individual Sponsor or Exhibitor's record

Use a Label once it's applied

Once your Sponsors and Exhibitors are tagged, you can:

•  Filter the Sponsors & Exhibitors list by Label
•  Export data filtered by Label
•  Assign a Form to everyone with a given Label in one action, instead of selecting each person individually (see Manual assignment under Form Setup above)

See Filter, export, and assign by Label in Sponsors and Submissions article for what each of these does and where to find them.

Track invitation status

After sending invitations, monitor each Sponsor's response from the Sponsors & Exhibitors list, which you can view at either Project or Event level. The list shows each Sponsor's invitation status (Pending, Accepted, or Declined) alongside their task progress and gives you a Send reminder button on each row. For the full breakdown of what the list shows and how to act on it, see Track Sponsor Progress in the Sponsors and Submissions article.

Note: Click on a Sponsor's name for their full record (Details, Tasks, History, and a Send reminder button). See View an Individual Sponsor's Record in the Sponsors and Submissions article.

Resend an invitation

To resend an invitation, choose one of the following:

•  If the Sponsor has already accepted their invitation and just needs a nudge about outstanding tasks, use the Send reminder button on their row in the Sponsors & Exhibitors list (see Track invitation status above).
•  If the Sponsor's original link has expired, was never received, or was sent to the wrong email address, use Invite Sponsors & Exhibitors and enter only that Sponsor's email address. This generates a fresh link with a new 7-day window and automatically invalidates any previous links for that Sponsor.

See A Sponsor cannot access their Sponsor Dashboard in Sponsors and Submissions article for the full troubleshooting steps.

Note: If a Sponsor has already accepted their invitation and simply needs a nudge about outstanding tasks, use the Send reminder button on their row in the Sponsors & Exhibitors list rather than generating a new link.

Remove a Sponsor

There is currently no option to remove or delete a Sponsor from a Project once they have been invited. If a Sponsor needs to be removed, contact the Jomablue support team for assistance.

Troubleshooting

Use this section when something doesn't behave as expected during setup or invitation.

The AI Quick Start suggestions do not look right

All suggestions are fully editable before you confirm, and nothing is created until you click Apply and create a project. If the suggested names, tiers, or Form structures do not match your prospectus, edit them freely in the review step.

If the AI has significantly misread your document, close the suggestions without confirming and try again. For best results, make sure your prospectus uses clear headings for each tier or package and states Event details (name, date, location) explicitly rather than embedding them in narrative text. If the problem persists, switch to manual setup.

AI Quick Start will not accept my document

Confirm the document meets the requirements: PDF format only, maximum 25MB, and ideally written in English. If it meets these requirements and the upload still fails, contact the Jomablue support team.

The Theme does not appear on the Sponsor Dashboard

Confirm that the Theme has been assigned to the correct Project, not just created. Go to your Project, select the Theme tab on the Project Summary, and check that a Theme is selected in the Assigned Theme dropdown. If the Theme is assigned but still not appearing, contact the Jomablue support team.

FAQs

These FAQs cover setting up and launching your Event, including building Forms and inviting Sponsors.

Can I reuse Forms across different Events?

Yes. From the three-dot menu next to any Form, select Create template. This saves the Form's structure, including all Field Groups, Field Types, and settings, as a reusable Form Template. When you create a new Form from that Template, you receive a complete, independent copy. Changes made to the Template or the Form afterwards do not affect each other.

How do I test the system without sending real emails to my Sponsors?

Use email plus-tagging to invite yourself as a test Sponsor: enter an address like yourname+test@yourcompany.com. The invitation arrives in your regular inbox, but Sponsor & Exhibitor Manager treats it as a separate contact. See Test Before You Go Live above for the full walkthrough.

Can I duplicate a Project or Event from a previous year?

Project and Event duplication is on the roadmap but is not currently available. When it launches, you will be able to choose which elements to copy, including Forms and Themes. This article will be updated when the feature becomes available.

Can I change my organisation name in Sponsor and Exhibitor Manager?

Not currently. The ability to change your organisation name is on the roadmap and will be available in a future release.

How do I limit a Form to only some of my Sponsors?

A Form's audience is controlled by its Form Scope, set in Step 1 - Form Setup when the Form is created: choose how often it's filled in, and who fills it in. To target specific people directly, choose Manual under "Which Sponsors & Exhibitors should fill this in?" and assign them from the Form's Details tab, or during the invite flow. See Manually Assign Sponsors or Exhibitors to a Form above for the steps.

Can I share a specific Project or Event with only certain team members, such as a regional team?

Not currently. Team users have access to your whole account rather than to individual Projects or Events. The ability to share specific Projects or Events with particular users is on the roadmap. This article will be updated when the feature becomes available.

Are Labels the same as sponsorship tiers?

No. A Label is a free-text grouping tool you control entirely, and you can use it to reflect tiers if that's useful, but it isn't a formal tier system and isn't limited to that purpose. You could equally use Labels for region, status, or anything else that helps you organise your Sponsors and Exhibitors. See Tag Sponsors and Exhibitors with Labels above.

What's the difference between File Upload and the file-related field type?

File Upload collects a file from the Sponsor or Exhibitor. For example a logo or booth artwork, for you to review. The newer field runs the other way: you provide a file for the Sponsor or Exhibitor to download or open, such as terms or setup instructions. See Available field types above.

Can I ask Sponsors and Exhibitors the same question more than once within a Form?

Yes, if you expect more than one entry, for example, details for several speakers or documentation for multiple sessions. Tick Allow multiple entries on the relevant Field or Field Group when building your Form, and the Sponsor or Exhibitor will see an Add another option. See Allow multiple entries above.

Can I change which Events a Sponsor or Exhibitor is assigned to after I've invited them?

Yes. This is done from the Sponsor or Exhibitor's own record rather than the invite flow. See Change a Sponsor or Exhibitor's Assigned Events in the Sponsors and Submissions article for the steps.

Can I customise the emails Sponsor & Exhibitor Manager sends?

Not the automated ones; invitations, reminders, and the like are fixed and sent as-is regardless of your Theme. If you want to send something in your own words and styling, see Sponsor & Exhibitor Manager Email Campaigns.
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