User Guide - Manage Sponsors

User Guide > Organisers > Manage Sponsors
  • helpWhat are Sponsor levels?

    • Sponsors are grouped together into sponsor levels on the basis of the investment they are willing to make and the benefits that they get in return.
    • Ability to group sponsors into levels sets expectations and simplifies the management and co-ordination between organisers and sponsors.
  • helpWhat is a sponsor guide?

    • A sponsor guide educates a potential sponsor about various sponsor levels, the investment required and benefits accrued by participating in the conference.
    • It educates the sponsor about the various tasks they will have to perform to successfully engaging in the conference.
    • The sponsor guide also has links to the sponsorship application page.
  • helpWhat are comparable Sponsor levels?

    • Comparable and non-comparable levels differ in the way their benefits are described
    • Comparable sponsor level's benefit are defined by populating a comparison table. Such benefits defined in the comparison table can also have deliverables attached to them.
    • Non-Comparable sponsor level's are defined in simple textual format
    • The sponsor guide is divided into 2 sections. The presentable view of comparison table and description of non-comparable sponsor levels.
    • Having a comparison table greatly eases the decision making for sponsors of which sponsor level they wish to invest in.
  • helpHow to add Sponsor levels?

    • Select Manage Sponsors from the Admin menu
    • From the Manage Sponsors page, Click on Sponsor levels tab, which will take you to Manage Sponsor Levels page.
    • Click on button. A pop-up appears on the page with a form to Add Sponsor Level.
    • Fill in all the other required details.
    • If you check the Create a deliverable against this benefit?, you can add a deliverable for the applied sponsor.

    • Click on button.
  • helpHow to Edit/Delete Sponsor levels?

    • Select Manage Sponsors from the Admin menu and then select the Sponsor levels tab.
    • All existing Sponsor levels are listed on this page. Click on the sponsor level you wish to edit or delete.
    • To edit details of a sponsor level, click on button present on the right top corner of the Level Details section.
      A pop-up will appear with the Edit Sponsor Level form. Edit the desired details and click on to save the edits.
    • To delete a sponsor level, click on button. Clicking on delete brings up a confirmation alert. Click on Delete button to confirm the delete action.

      Note - a sponsor level can only be deleted when there are no sponsors at that level. Also, all the associated deliverables are deleted along with the level.
  • helpHow to add a Sponsor?

    • Select Manage Sponsors from the Admin menu

    • Click on from Manage Sponsors page.
    • You can either select a past sponsor company from the list or create a new one.

    • If you select option to create new sponsor company, then you will be redirected to create a new sponsor company. On saving the form, user will be redirected to add a sponsor page, with the newly created sponsor as selected.
    • Else, if you select a past sponsor company from the list, then a form will be displayed for application of sponsorship.
    • Once finished click on to apply for the sponsorship.
    • You will be redirected to Manage sponsors page. The sponsor will be added under Draft Sponsors section.
  • helpWhat is a sponsor team?

    • A sponsor team consists of registered users belonging to a sponsor's organization.
    • A sponsor team member can
      • Manage the details of the sponsor displayed on ConfEngine website
      • Manage goodies
      • Post updates
      • May be assigned some tasks by organiser
  • helpWho can edit sponsor company details?

    • Once a sponsor company is created, the user who created it becomes the owner of the sponsor company. The owner can edit the sponsor company details anytime.
    • The program committee can edit any sponsor company details.
    • The sponsor team members can edit the sponsor companies details only if their sponsorship is live for any specific event. Else, they need to wait for sponsor to be live.
  • helpHow to update sponsor team members?

    • A sponsor team can be defined at the time of creating or editing a sponsor application.
    • If you have applied for a sponsorship and want to update sponsor team members, then hover to the user menu present at the top right of the screen, select My Sponsorships option from the drop down. This will take you to My Sponsorships page with your applied sponsorships. Choose the sponsor you want to update. This will let you update the sponsorship details.
    • If your sponsorship is live, then you can also go to the sponsor page and click on to update the sponsorship details.
    • When are at the sponsorship application page scroll down to Sponsor team section.
    • Add your team members by selecting registered users from the drop down and you can also add non Confengine (unregistered) users by entering their name and email address followed by clicking on . We'll register the user and send them an email notification to know they are on Confengine and part of the sponsor team.
    • Clicking on will save the changes made.
  • helpWhat is a live sponsor?

    • When a sponsorship application is accepted by the organisers, the sponsor is taken live.
      • The sponsor will be visible under the conference sponsorship page and can be clicked for further information regarding the sponsor.
      • A dedicated section is provided where the sponsor team can describe the sponsor, configure goodies and send updates.
      • Organisers may assign tasks to the sponsor team.
  • helpWhat are sponsor tasks?

    • Sponsor tasks help co-ordinate between Organisers and Sponsors.
    • Sponsor tasks may consists of actionable items like "Provide organisers with 400px*400px logo in PNG format" which the sponsors are expected to act on.
    • Sponsor tasks have states which help track how a particular task has progressed. The states are new, in progress, submitted and completed.
    • Reminder email notifications are sent to the sponsor team members before the due date of a task if task is not submitted.
  • helpWhat are sponsor deliverables?

    • The sponsor tasks common for a sponsor level can be clubbed together in the form of sponsor deliverables.
    • Rather than defining duplicate tasks for each individual sponsor, organisers can create deliverables for each sponsor level.
    • Once the sponsor deliverables are created for the sponsor level, they are reflected in sponsor team member's sponsor task.
    • The tasks are linked to the deliverable from which it was created. Any change to the deliverables will be propagated to the linked tasks. For example, if the due date is edited, then due date of the linked tasks will also be updated.
  • helpWhat is "for all sponsor level" check while creating sponsor deliverables?

    • A deliverable can either belongs to a sponsor level or to all of them.
    • The deliverable which belongs to all sponsor levels will appear in the deliverable section of every sponsor level.
    • Also, tasks are created from the deliverable for every live sponsor belonging to every level.
    • The tasks are linked to the deliverable from which it was created. Any change to the deliverable will be propagated to the linked tasks. For example, if the due date is edited, then due date of the linked tasks will also be updated.
  • helpHow to add deliverables to Sponsor levels?

    • Select Manage Sponsors from the Admin menu and select the Sponsor levels tab.
    • All the sponsor levels will be listed in rows. Click on the sponsor level you wish to add the deliverable to.
    • Click on button. A pop-up appears. Fill in the details and click on
    • If you would like to add the deliverable on all the sponsor levels, check the For all sponsor levels? checkbox.
  • helpHow to Edit/Delete deliverables?

    • Click on the sponsor level within which the deliverable you wish to edit/delete.
    • Scroll down to Level Deliverables section. All the relevant deliverables will be displayed.
    • To edit a deliverable, click on icon from it's row. Edit Deliverable form will pop out. Edit the details and click on Save.
      Note: If any task associated with the deliverable has been customized by individually editing it, then a dialog will popup asking whether you wish to preserve the changes or overwrite them. Choosing to preserve the changes will alter all the tasks except the customized task. Overwrite will update all the tasks.
    • When editing a deliverable, The "for all sponsor levels" checkbox can be toggled. On toggling -
      • If the checkbox is "checked", then deliverable which was tied to a particular sponsor level is now tied to all sponsor level. Immediately tasks for all live sponsors are created from the deliverable.
      • If the checkbox is "unchecked", the deliverable which was tied to all sponsor levels is now tied to a single sponsor level. But which level? To edit the deliverable, the edit button must be clicked from the deliverable tables belonging to any one of the sponsor level. The deliverable remain attached to that sponsor level. The tasks created for live sponsors belonging to all the other levels will be deleted immediately.
    • To delete a deliverable, click on icon in it's row.
      Clicking on delete brings up a confirmation dialog. Click on button to permanently delete the deliverable and all tasks associated with it.
  • helpHow to Edit Sponsor application?

    • Select Manage Sponsors from the Admin menu

    • Click on button present on the sponsor row at the Manage Sponsors page.
    • Make changes and click on to save them.
  • helpHow to take a sponsor live?

    • Select Manage Sponsors from the Admin menu

    • After the completing of the sponsorship registration, the sponsor details will be shown under Draft Sponsors section.

    • To take a sponsor live, click on icon.
    • You will be taken to Take Sponsor Live page which will include the tasks inherited from the sponsor level.
    • You can Edit or Delete tasks by clicking and icon respectively.
    • You can also add task by clicking on .
    • Click on button to take the sponsor Live.
    • Please note, sponsors who have Custom as their sponsor level, cannot be taken live.
  • helpHow to Add, Edit and Delete tasks of a sponsor?

    • Select Manage Sponsors from the Admin menu

    • The live sponsors, if any will be shown in a list with edit sponsor and manage tasks functionality under Live Sponsors.
    • To add, edit or delete task, click on icon under the manage tasks of the sponsor.
    • You will be taken to Manage Tasks page of that sponsor.
    • To add a task, click on button. Add Sponsor Task pop-up appears. Fill in the details and click on to add the sponsor task.
    • You can edit the existing tasks, by clicking on the icon. Edit Sponsor Task pop-up appears, edit the task details and click on to edit the sponsor task.
    • To delete a task, click on icon. A delete action confirmation alert will pop up, click to delete the sponsor task.
  • helpWhat are the different task status?

    • For sponsor tasks, a task can be any of the four statuses - new, in progress, submitted, and completed.
    • When a task is created it's status is new.
    • Task can be marked as in progress, submitted by the sponsor as well as the conference program chair.
    • Whereas, only conference program chair can mark task as completed.
    • New status is represented as
    • In progress status is represented as
    • Submitted status is represented as
    • Completed status is represented as
  • helpHow to mark sponsor task as in progress/submitted/completed?

    • Select Manage Sponsors from the Admin menu
    • Click on Sponsor Tasks tab.
    • Click on the sponsor card to get view the tasks assigned to them.
    • To mark a task as in progress, task should be in new status. On click of task will be marked as in progress.
    • To mark a task as submitted, task should be in in progress status. On click of task will be marked as submitted.
    • To mark a task as completed, task should be in submitted status. On click of task will be marked as completed.
    • A pop-up appears for the confirmation. Click on to proceed the operation.
    • Note: An email and web notification will be sent to the sponsors on specified reminder date, if the tasks are not submitted before due date.
  • helpHow to Filter sponsor tasks?

    • Sponsor tasks can be filtered based on their status, due date, assignees, company name, task names.
    • To filter based on
      - task status, type Status
      - due date, type Due Date
      - assignee name, type Assignee name
      - company name, type Company name
      - task name, type task name
      in the search box.
    • This will show the available filtering options, selecting them would filter the tasks.
  • helpHow to add a benefit to comparable sheet?

    • Select Manage Sponsors from the Admin menu and select the Sponsor Levels tab.
    • Click on add_circle_outlineAdd a benefit button. A pop-up with a form to Add Benefit will appear.
    • Enter the name and description of the benefit.
    • Choose the comparable levels that will have this benefit and fill in the values.
    • You can choose to have deliverables attached to the benefit. If you choose to have a deliverable,
      • You will have to fill in the name, description, due and notification dates for the deliverables. This information is referred to as meta-deliverable information.
      • One deliverable will be created per chosen level. All these deliverables will be linked to the benefit.
      • These deliverables are visible on manage levels page under chosen sponsor levels. They can also be edited like regular deliverables.
      • If you edit the benefit and change the meta-deliverable information, this change will propagate to all the linked deliverables as well as tasks created from these deliverables.
      • If you have edited and customized, any of the linked deliverables or tasks, then a warning will be provided while updating the meta-deliverable. And you will be asked whether you want to overwrite the customization or retain it.
        If you choose to retain, the customized deliverables and tasks will be ignored, while change propagates to rest of the deliverables and tasks. However, if you choose to overwrite, all the linked deliverables and tasks will be updated.
    • Click on to save the details to a benefit.
  • helpHow to edit a benefit from comparable sheet?

    • Select Manage Sponsors from the Admin menu

    • Select the Sponsor Levels tab.
    • The comparable sheet is present below the sponsor levels.
    • To edit a benefit from the comparable sheet, click on of the benefit to be edited.
    • A pop-up will appear with the editable details of the benefit, make the desired changes and then click on to save the changes.
    • The updated benefit's details will be reflected in the comparable table.
  • helpHow to delete a benefit from comparable sheet?

    • Select Manage Sponsors from the Admin menu

    • Select the Sponsor Levels tab.
    • The comparable sheet is present below the sponsor levels.
    • To delete a benefit from the comparable sheet, click on of the benefit to be deleted.
    • An alert will pop-up with confirmation on delete action.
      Click on to delete the benefit.
  • helpHow do I hide the sponsorship fee?

    • By default, the sponsorship fee is public.
    • If you want to hide it, select Manage Sponsors from the Admin menu
    • Select the Sponsor Levels tab.
    • Un-check the checkbox Show Sponsor Fees Publicly.
    • The prices will no longer be displayed on the Sponsor Guide.
    • Now Sponsors will be sorted based on the order in which the levels were defined.