Sponsor & Exhibitor Manager Overview
If you're new to Sponsor & Exhibitor Manager, this article is your foundation. It introduces the product, explains its core concepts, and gives you everything you need to understand before you configure or use any of its features. Once these concepts are familiar, continue to Navigate Sponsor & Exhibitor Manager to learn your way around the interface.
What is Sponsor and Exhibitor Manager?
Sponsor & Exhibitor Manager is a Jomablue product that gives you a dedicated, structured space to collect, manage, and track information from your Sponsors and Exhibitors. You set up your Event structure, build Forms to gather what you need, invite Sponsors, and track their progress all in one place.
Sponsors reach their tasks through a one-click link, with no account or password to lose, and the platform sends automated reminders as each Form's due date approaches.
Sponsor & Exhibitor Manager is purchased directly at jomablue.com by credit card, on a per-event basis. It is self-serve: once your purchase is complete, you can log in and start configuring your Event immediately, with no implementation or onboarding engagement required. If you already have an active Jomablue Platform subscription, Sponsor & Exhibitor Manager is included at no additional cost for as long as that subscription remains active.
Note: Sponsor & Exhibitor Manager is sold separately from the main Jomablue platform and can be used on its own or alongside your existing Jomablue products. Integration between Sponsor & Exhibitor Manager and the broader Jomablue platform is on the roadmap. No integration is currently available. Contact your Jomablue account manager for specifics relevant to your setup.
Where this fits in your event stack
Sponsor & Exhibitor Manager deliberately covers one slice of the sponsorship process: the stretch between signing a Sponsor and your Event going live, when you need to gather their details, files, and deliverables and approve them. It's the structured replacement for the email-and-spreadsheet chase in that window.
What it doesn't do: Sponsor & Exhibitor Manager is for collecting and approving Sponsor content. It is not a sponsorship sales or CRM tool, not a floor-plan or booth-selection tool, and not a contracts, invoicing, or payments tool.
Getting data in and out: You bring Sponsors in by inviting them; there is no import from an existing CRM. Their approved responses come back out as a downloadable export, a CSV of their answers plus any files they uploaded, ready to hand to your venue, suppliers, or registration platform. There is no live, two-way sync with the wider Jomablue platform or third-party tools yet, so that handoff is currently manual, with integration on the roadmap. See Sponsors and Submissions article for the export steps.
Running the same Event each year: If you run a recurring Event, save your Forms as Form Templates and reuse them next time instead of rebuilding from scratch. Templates are the way to carry your structure forward. Full duplication of an entire Project or Event is on the roadmap.
Who is Sponsor and Exhibitor Manager for?
Sponsor & Exhibitor Manager is designed for event organisers who need to collect information or deliverables from Sponsors or Exhibitors before an Event, whether that is booth specifications, company profiles, logo files, or any other pre-event requirement.
It works equally well for in-house event teams managing a single annual conference and for agency contacts handling sponsorships across multiple clients. Sponsors and Exhibitors have their own dedicated experience: they receive an invitation to a Sponsor Dashboard where they can see their assigned tasks, fill in Forms, and submit what's required. A Sponsor can also bring in their own colleagues. For example, a booth coordinator or marketing contact can help complete tasks, so the right person handles each part.
How Sponsor and Exhibitor Manager Works
Sponsor & Exhibitor Manager follows a three-phase workflow:
The rest of the articles in this series cover each phase in detail: Build in Sponsor & Exhibitor Forms and Workflows, and Run and Wrap up in Sponsors and Submissions article. This article gives you the conceptual grounding that applies across all three.
Day to day, the same workflow plays out as a simple lifecycle for each Sponsor:
What happens after you’ve built, in order: you invite Sponsors, they complete their Forms, and you review each one, approving it or requesting changes, which sends it back to the Sponsor to revise. Approved data is then manually exported by you to share with your team and suppliers.
Key Concepts
Sponsor and Exhibitor Manager is built around a few core concepts that work together to help you collect and manage Sponsor and Exhibitor information. Getting familiar with them before you start will make setup and daily management easier.
How the pieces relate: you build the blue items; your Sponsors interact with the grey ones.
Projects and Events
Sponsor & Exhibitor Manager organises your Events at two levels:
A Project is the top-level container. Think of it as your overall programme or brand (for example, "Summit Conference 2026"). A Project can hold multiple Events if you run a series across different cities or dates, or a single Event for a standalone occurrence. Settings configured at the Project level flow down to all Events within it.
An Event lives inside a Project and represents a specific occurrence. For example, Summit is the Project, and Summit Sydney and Summit Auckland are Events within it. Settings at the Event level apply to that Event only and override Project-level settings where they differ, so you can handle exceptions for individual Events without disrupting the rest of the Project. For example, Summit Sydney might have different Forms to complete than Summit Auckland. See Forms below for how Form Scope controls this.
For a single, standalone Event, create one Project with one Event inside it.
Notes: Every Event lives inside a Project, including standalone, one-off Events. To run a single standalone Event, create a Project for it and add one Event inside (for example, a "Brisbane Standalone" Project containing a single "Brisbane Oct event"). Themes are always configured at the Project level, never directly on an Event.
Forms
Forms are how you collect information and files from Sponsors. Think of a Form as the overall thing you're collecting (e.g., Booth Requirements) and Field Groups as the individual tasks within it that break that collection into named sections, such as Logos, Brand Statement, or Setup Preferences. A Booth Requirements Form might therefore contain a Setup Preferences Field Group with questions about dimensions, power needs, and a logo upload.
When you create a Form, you make two separate choices: how often it's filled in, and who fills it in.
How often: once for the whole Project, or separately for each Event.
Who: automatically, based on the Events Sponsors and Exhibitors are invited to (either every Sponsor and Exhibitor, or only those invited to specific Events you choose) or manually, by picking specific Sponsors and Exhibitors yourself after the Form is created.
Together, these two choices make up the Form's Scope. A Form set to automatic is visible to everyone within its scope; a Form set to manual is only visible to the specific people you've assigned. See Sponsor & Exhibitor Manager Forms and Workflows for the full steps.
A Form is visible to every Sponsor and Exhibitor invited within its scope (the whole Project or the specific Event for automatic Forms; or the specific people assigned, for manual Forms).
Forms can be built from scratch or created from reusable Form Templates. When you create a Form from a Template, you receive a complete, independent copy. Changes to the Template or the Form afterwards do not affect each other.
Note: To reuse a Form structure across Events, save it as a Form Template (see Settings → Form Templates).
Themes
Themes control how the Sponsor Dashboard looks to your Sponsors, and it is fully customisable. You can apply your organisation's brand colours, fonts, and design assets so every Sponsor sees a consistent, branded experience. Themes are set up during the Build phase, before invitations go out. See Sponsor & Exhibitor Manager Forms and Workflows for how to build a Theme.
Notes:
If no Theme is configured, the Sponsor Dashboard loads with no branding applied.
Themes affect the Sponsor Dashboard only. They do not change the appearance of automated emails Sponsors receive. See Email Communications Received by Sponsors in The Sponsor Experience article, and Manage Email Notifications in Sponsors and Submissions, for what those look like
Submissions
A Submission is a Sponsor's response to a Form: either completed and submitted, or still in progress. Once a Sponsor submits a Form, it appears in your Submissions view for review.
Each Submission moves through a series of statuses as you and the Sponsor work through the process: from Not started, through In progress, Waiting on you (awaiting your review), and Changes requested, to Approved. A Submission that passes its due date without being completed is marked Overdue. You don't need to wait for a Sponsor to complete a Form in full before reviewing it. You can review, ask questions, and request changes at any stage, keeping a running history of communication alongside that Submission.
For the full status reference and how to act on each one, see the Sponsors and Submissions article.
Note: When a Sponsor submits a Form, it appears to you as "Waiting on you". From the Sponsor's side, that same state is shown as "Submitted". These are the same status, viewed from opposite sides of the workflow. In the Submissions view, the Status tab that filters to these items is labelled “Needs review.”
Invitation Links
Each Sponsor's invitation email contains a secure, personalised, one-click link that takes them straight into their Sponsor Dashboard. The link is unique to that Sponsor and that invitation.
See Link validity in The Sponsor Experience article for the full rules on how long links remain valid and what invalidates them. If a Sponsor's link has expired, see the Sponsors and Submissions article for steps on how to get them a new one.
Note: All automated emails come from Sponsor & Exhibitor Manager's own system address rather than your own domain. See Manage Email Notifications in Sponsors and Submissions for the full list, including the exact address. Let your Sponsors know to expect them, so nothing gets missed.
FAQs
These FAQs cover what the product is and how it works.
Do my Sponsors need to create an account or set a password?
No. Sponsors access their Sponsor Dashboard through the link in their invitation email. No account or password is required at any point. Sponsors can optionally set a password and enable two-factor authentication from their Dashboard settings if they prefer added security, but this is never a requirement.
How do I sign into Sponsor and Exhibitor Manager as an organiser?
All organisers sign in at the same web address using their own company account details. There is no separate URL for each company. This is different from how Sponsors get in: Sponsors don't sign in at all, they reach their Sponsor Dashboard through the link in their invitation email (see The Sponsor Experience article).
Can one person manage sponsorships for multiple companies?
Yes. One person can manage tasks for multiple companies simultaneously. For example, an agency contact handling sponsorships across several brands. For the steps to switch between company accounts, see Switch between company accounts in Navigate Sponsor & Exhibitor Manager article.
What email address do Sponsor and Exhibitor Manager emails come from?
Automated emails are sent from Sponsor & Exhibitor Manager's own system address, not your own domain. See Manage Email Notifications in Sponsors and Submissions for the exact address and the full list of what's sent.
Does Sponsor and Exhibitor Manager integrate with the Jomablue platform?
Integration between Sponsor & Exhibitor Manager and the broader Jomablue platform is on the roadmap. No integration is currently available. In the meantime, you can move data out by exporting approved Submissions (CSV plus uploaded files) to share with your team and suppliers. Contact your Jomablue account manager for specifics relevant to your setup.
How do I buy Sponsor and Exhibitor Manager, and how quickly can I get started?
Sponsor & Exhibitor Manager is purchased directly at jomablue.com by credit card, on a per-event basis. Each purchase covers a single Event for up to 12 months. If you already have an active Jomablue Platform subscription, it's included at no additional cost while that subscription remains active. It's self-serve: once your purchase is complete, you can log in and begin configuring your Event straight away, with no implementation or onboarding engagement required.
Can I trial Sponsor and Exhibitor Manager before purchasing?
No trial, test, or pilot period is currently available.
What support is available if I get stuck?
You can reach the Jomablue support team through the Jomablue help centre, which includes help articles and chat support. The team works across multiple regions, so help is on hand wherever your Event is running.
Your Sponsors can contact Jomablue support directly too if they run into trouble with their Sponsor Dashboard. For anything specific to how you've set up your Event, you remain their first point of contact as the organiser.
