A sponsor record links an organization to your event with a display name, logo, and notes. It is separate from a sponsorship purchase. You create the sponsor record in Events, while sponsorship opportunities and purchased amounts live in your Sponsorship application. This article explains how to add, review, and remove a sponsor record, and how to find an organization’s sponsor history.
Before You Begin
Prerequisites
- You need Console access to Meetings & Shows, and the event must be open.
- Sponsors must be switched on for the event before the Sponsors menu entry appears in the event side menu. If sponsors are off, you can still open the page directly, but the menu item is hidden.
- The organization you want to record as a sponsor must already exist as an organization record, or you can add it from the sponsor form. See Create an Organization for a full walkthrough of adding one in CRM.
Record a Sponsor
- Go to Meetings & Shows › Events ›
<event name>› Sponsors. - Select Create Sponsor.
- Choose the sponsoring Organization. Rhythm fills in the sponsor’s Name and logo from the organization record, and you can still overwrite the name afterward.
- Optionally upload a Logo and add Notes.
- Select Save Changes.
Result
The sponsor is saved, and you are taken to that sponsor’s page for this event.
Warning
You can record an organization as a sponsor of the same event only once. If you try to add the same organization to the same event again, the save is refused. Paying a sponsorship in full after its order or invoice already exists should not create a duplicate sponsor or sponsorship record for the organization.
After you create a sponsor record, you cannot change its Organization. If you chose the wrong organization, delete the sponsor and create it again with the correct one.
Tip
A sponsor's badge company name comes from its related organization record, not from a separate company-name field. If the sponsor is not linked to an organization record, the badge company name does not populate.
Review an Event's Sponsors
- Go to Meetings & Shows › Events ›
<event name>› Sponsors.
Result
The Sponsors tab lists each sponsoring organization, the number of sponsorships it bought for this event, and the total amount. Separate tabs list the event’s Sponsorships and sponsorship Opportunities from your Sponsorship application.
Tip
In the sponsors list, the Name column shows the organization’s own name, which can differ from the display name entered on the sponsor record.
Tip
The Balance Due column on the Sponsorships tab shows a sponsorship’s outstanding balance when it has one, including a sponsorship that was invoiced or set to pay later and still owes money. You can also see a sponsorship's balance due from the sponsor's own page.
Warning
The Sponsor name link on a sponsorship row does not open a page when you select it; use the sponsor’s row on the Sponsors tab instead. Event sponsors also do not have a built-in public sponsor directory the way exhibitors do. If you want a public list of sponsors, build it yourself, for example on your event's website.
See a Sponsor Together with Its Sponsorships
- From the event’s Sponsors tab, select the sponsor’s name.
Result
The sponsor’s page shows the organization’s name and logo, with any name or logo you set on the sponsor record shown in their place, along with the total of its sponsorships for this event. The Sponsorships tab lists those sponsorships, and the Notes tab shows any notes you recorded.
Remove a Sponsor
- Open the sponsor’s page.
- Select Delete Sponsor or, from the Sponsor Options menu, Delete this Sponsor.
- Confirm the deletion when asked.
Result
The sponsor record is removed from this event. Its sponsorships in your Sponsorship application are not changed; only the sponsor record itself is deleted.
See an Organization's Sponsor History Across Events
An organization’s own record shows every event it has sponsored, not just the current event.
- Open the organization’s record in CRM. See Find, View, and Pick an Organization if you need help locating it.
- Select the Sponsorships tab.
Result
The tab lists every event the organization sponsors, newest first, with the sponsorship date and a link to that event’s sponsor page.
Warning
An organization with a very large number of sponsor records may show only the first page, with no indication that more records exist.
If It Fails
- "Unable to save sponsor." Confirm that you chose an organization and entered a name, because both are required. If the organization is already a sponsor of this event, the save is refused for that reason.
- "Error deleting sponsor." Try deleting the sponsor again from the sponsor’s own page. If it keeps failing, the record may already be gone.
- The page won't load, and stays on "Loading sponsor information..." indefinitely. This can happen when the sponsor record’s organization no longer exists. Try opening the sponsor from the event’s Sponsors tab instead of using a saved link.