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Sponsor & Exhibitor Coordination

Lead Generation in Eventene exists primarily to support sponsors and exhibitors who want to capture follow-up contacts during your Event. This article is about the coordination work between the organizer and the sponsor team — before, during, and after the Event.

What "sponsor" means here

In Eventene, sponsor is not a separate data-model entity — it's a relationship the organizer is coordinating. A sponsor is typically an external company or partner organization. Their interaction with your Event is through:

  • A booth, table, or session — represented by an Activity
  • A lead capture form — configured by the organizer, often informed by the sponsor's needs
  • One or more Collectors — the sponsor's staff at the booth

The same coordination model fits exhibitors at a trade show, partner organizations at a member event, or resource booths at a conference. The terms are used interchangeably.

Before the Event

The organizer and sponsor agree on a few things up front:

Decision Who decides Where it's configured
Which Activity represents the sponsor's booth Organizer (with sponsor input) Activities
What lead capture form questions to ask Sponsor proposes, organizer configures Lead capture form
Who from the sponsor's team will scan Sponsor names them, organizer adds them Collectors
What lead data the sponsor will receive afterward Organizer + sponsor agreement Export workflow

Typical sequence:

  1. Sponsor signs on for the Event
  2. Sponsor provides the names and emails of their Collector staff
  3. Sponsor provides the qualification questions they want to ask
  4. Organizer creates the lead capture form, configures the questions, and assigns Collectors
  5. Organizer tests the workflow with sample scans
  6. Organizer briefs the sponsor's Collectors on Mobile App use

What only the organizer can do

The organizer's role is non-delegable. Only the organizer can:

  • Create or edit lead capture forms
  • Define survey questions
  • Add Collectors and assign their role
  • Access the full leads dashboard
  • Export lead data
  • Adjust Event-level settings

Sponsors interact with the Event entirely through their Collectors at runtime, and through the organizer for setup and export.

What sponsors and their Collectors can do

A sponsor's Collectors can:

  • Sign in to the Mobile App with the email the organizer used to invite them
  • Scan participant badges via the Scan for Leads option in the FAB
  • Complete lead capture survey questions alongside each scan
  • View their own captures (where surfaced by the Mobile App)

Collectors cannot edit the lead capture form, add additional questions, or see the full attendee list. These limits are intentional separations of concerns.

During the Event

The organizer's coordination work during the Event:

  • Monitor lead capture activity for each sponsor in Track
  • Watch for sync delays that hint at a Collector's connectivity problem
  • Be available to help reset passwords, re-add Collectors, or troubleshoot
  • Reinforce expectations with sponsors about what gets captured and when

For sponsors at the booth:

  • Position so the Collector has clear sight of badges
  • Keep the Mobile App open and connected
  • Sync periodically if working offline

After the Event: handing leads back to sponsors

A dedicated lead-export feature is on the product roadmap but is not yet available. Today, the organizer's handoff is manual:

  1. Open Track / Individual on the Activity tied to the sponsor's lead capture form
  2. Filter the view by the relevant Collectors or other criteria
  3. Manually copy the relevant data — or use Track's standard export options — to produce a list for the sponsor
  4. Send the data to the sponsor, scoped to what the sponsor contracted for
  5. Optionally provide aggregated insights (total leads, distribution by qualification responses, etc.)

The data typically available per lead includes:

  • The participant's name (Persona name)
  • Survey responses to the form's questions
  • Timestamp of the scan
  • Collector who performed the scan
  • Activity context

Scope what you share to what each sponsor contracted for. There is no native sponsor self-serve access to leads — all sharing is organizer-driven.

Common sponsor coordination patterns

Large sponsor with several Collectors at one booth. Assign all Collectors to the same lead capture form. Form questions are uniform across the team. Leads are filtered to the sponsor at export time.

Multiple sponsors at one Event. Create one lead capture form per sponsor. Each sponsor's Collectors are associated with that sponsor's form. Each sponsor receives only their leads.

Mixed organizer-and-sponsor staffing. If your own staff scan alongside sponsor staff, designate roles clearly. The Collector field on the lead record identifies who performed each scan.

Sponsors who want real-time access to leads. Eventene does not currently support sponsor self-serve lead access. The organizer is the access point — sponsors typically receive scoped data from the organizer after the Event (or periodic interim updates if the organizer chooses to share).

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