Sponsor & Exhibitor Manager Email Campaigns
This article covers building and sending emails to your Sponsors and Exhibitors outside the platform's automated notifications, from building a reusable template through to sending, saving as a draft, and reviewing what's already gone out.
Where Email Campaigns Lives
Email Campaigns sits inside a Project, alongside Summary, Events, Sponsors & Exhibitors, and Submissions. It has its own section in the Main navigation with four destinations:
See How the Organiser View Is Laid Out in Navigate Sponsor & Exhibitor Manager article for how this fits alongside the rest of the Project-level menu.
Note: Email Campaigns is separate from the automated emails Sponsor & Exhibitor Manager sends on your behalf, such as invitations, task assignments, and due-date reminders. Those aren't built or sent from here. See Manage Email Notifications in Sponsors and Submissions article for that side of things.
Email Templates
Email Templates is where you build and store the Templates you'll use for bulk sends. Open it from the Email Campaigns section to see your existing Templates. Once you open this, you'll see the following:
Each row in the list shows:
Each row also has a three-dot menu where you could do the following:
Build a Template
Click + New Template to open the drag-and-drop builder and start creating from scratch. Start from a preset, or a blank canvas.
Before you start building, you can choose a starting point from the Start from dropdown in the top right:
Presets are a starting point, not a locked layout. Every block in a preset can be edited, removed, or rearranged like any other.
The canvas
Drag blocks from the Content blocks panel on the left onto the canvas in the centre to build your email. Content blocks available:
Text, images, and buttons go inside a column block; layout blocks like 1/2/3 Columns and Wrapper give you somewhere to put them.
Dynamic blocks
Two blocks pull live information about the recipient rather than fixed content you write yourself:
Use these when you want the email to reflect each recipient's individual situation, for example a task digest that lists only what that Sponsor or Exhibitor still owes you.
The right-hand panel: Block and Email tabs
The panel on the right has two tabs:
Merge tags
Merge tags personalise an email per recipient. Drag one into a text block, or into the Subject field, and it's filled in for each person when the email is sent:
Note: While you're building, merge tags are shown as placeholders (for example, {{ recipient.name }}) rather than real data, so you'll never see a tag rendered raw in a sent email. To see how a tag will actually look for a real person, use Preview (see below).
Save your work
Click Save template at any point to store your progress. A template isn't available to send until it's been saved at least once.
Preview a Template
Open a template's three-dot menu and select Preview, or click Preview from inside the builder, to see two tabs:
Note: The sample recipient here is only for previewing. It has no connection to your real Sponsors and Exhibitors, and switching it doesn't affect anything they'll actually see.
From the Preview screen, you can:
Send Bulk Emails
Send Bulk Emails sends a saved Template to some or all of your Sponsors and Exhibitors. It's a three-step flow.
Step 1 - Template
Note: A template needs to exist before you can send it. See Build a Template above if you haven't created one yet.
Step 2 - Audience
Choose who should receive the template:
Click Next: Preview
Step 3 - Preview & send
From here, choose one of:
Drafts
Drafts holds any bulk email you've started and saved with Save as draft, so you can pick it up later rather than finishing it in one sitting.
From Drafts, you can:
Selecting a draft resumes it from wherever you left off in the three-step flow.
Sent
Sent is your record of bulk emails you've already sent, kept separate from Drafts so the two lists don't mix in-progress work with completed campaigns.
Troubleshooting
Use this section when something doesn't behave as expected while building or sending an email campaign.
I can't send my Template
A Template needs to be saved at least once before it's available to send. Go back into the builder, click Save template, then try Send this template again.
Preview doesn't show the details I expected
Preview fills merge tags using whichever sample recipient is set on the Merge tag values tab, not a real Sponsor or Exhibitor. Open Merge tag values and check or change the sample recipient there.
I can't find the settings for a block I've added
The Block tab on the right-hand panel is contextual: it only shows settings for whichever block is currently selected. Click directly on the block on the canvas first, then check the Block tab.
A merge tag is showing as {{ tag }} instead of real text
If you're seeing this while building on the canvas, that's expected: tags are shown as placeholders until an email is actually previewed or sent, precisely so a real recipient never sees a raw tag. Use Preview or Send test email to check how it renders with data filled in.
Send test email doesn't arrive in my inbox
Check your spam or junk folder first. Test emails come from the same Sponsor & Exhibitor Manager system address as your other campaign and automated emails, so the same filtering that catches one can catch the other.
The Task list block looks empty in a sent email
This isn't a fault. The block only ever shows a recipient's own outstanding tasks, so it will look empty for anyone who currently has none.
FAQs
These FAQs cover building and sending email campaigns to your Sponsors and Exhibitors.
Is there a broadcast or messaging feature to contact all Sponsors and Exhibitors at once?
Yes. Use Send Bulk Emails to send a template to all Sponsors and Exhibitors in the Project, everyone registered to specific Events, or specific Sponsors and Exhibitors you choose. See Send Bulk Emails above.
What's the difference between a bulk email and an automated notification?
Automated notifications, like invitations, task assignments, and due-date reminders, are sent by Sponsor & Exhibitor Manager on your behalf without you building or triggering them individually. Bulk emails are ones you build and choose to send yourself, useful for things like a venue change or a general update that isn't tied to a specific outstanding task. See Manage Email Notifications in Sponsors and Submissions article for the automated side.
Can I test what an email looks like before sending it to my Sponsors and Exhibitors?
Yes, in two ways. Use Preview to see the email with sample recipient data filled in, or use Send test email during Step 3 of Send Bulk Emails to receive an actual copy in your own inbox. Neither counts as sending the real campaign.
Do merge tags ever show up unfilled or raw to a recipient?
No. Merge tags are always filled in with that recipient's real details when an email is actually sent.
Can I reuse a template I've already built?
Yes. Templates are saved in Email Templates and stay available to use again, edit, or send from, until you choose otherwise.
Does sending a bulk email affect a Sponsor or Exhibitor's tasks or Submissions?
No. Bulk emails are informational. Sending one doesn't change any task status, Submission, or due date. Dynamic content like the Task list block reflects the recipient's current tasks at the time the email is sent, but doesn't alter them.
Can I see how many times a template has been sent?
Yes. The Sent Campaigns column on the Email Templates list shows how many bulk emails have used that template.
Who can see the emails I send from here?
Only the Sponsors and Exhibitors you choose as the audience receive the email. Other Sponsors and Exhibitors, including those in the same Project but outside your chosen audience, don't see it.
