Sponsors & Submissions
This article covers everything you need to manage your Event once invitations are out: monitoring Sponsor progress, reviewing and approving Submissions, sending reminders, exporting data, and resolving issues as they arise. Your Project, Events, Forms, and Theme should already be built and live, with invitations sent, before you use this article.
The Event Lifecycle at a Glance
Once invitations are out, your work in Sponsor & Exhibitor Manager moves through the same five stages until your Event wraps up. If you're returning mid-Event and just need to find where you are, use this to jump straight to the right section:
Track Sponsor Progress
Use this section once invitations are out to see at a glance who has engaged, who's stalled, and what still needs doing, without opening individual Submissions.
The Team Overview
The Team Overview is the first screen you see when you sign in to Sponsor & Exhibitor Manager. It gives you a high-level view across all your work at once, including:
The Project Summary
To view progress for a specific Project, select that Project and go to Summary. From the Details tab, you can see totals for all, upcoming, and past Events within the Project, and lists of upcoming Events and Forms.
Quick actions are available via the three-dot menu in the upper right:
Sponsor activity visibility
The Sponsors & Exhibitors list can be viewed at either Project or Event level. It gives you a clear view of engagement without needing to open individual Submissions. Each row also has a three-dot menu, separate from clicking the row itself: clicking the row opens the Sponsor or Exhibitor's full record (see View a Sponsor or Exhibitor's Record below), while the three-dot menu is where you edit their details, including which Events they're assigned to (see Change a Sponsor or Exhibitor's Assigned Events below).
A Send reminder to all button sits at the top of the list, alongside an Invite Sponsors & Exhibitors button. Each row also has its own Send reminder button. You can search the list, sort or choose which columns display, and download the full list.
Filter, export, and assign by Label
If you've tagged your Sponsors and Exhibitors with Labels, you can act on those Labels directly from this list:
Assigning a Form by Label gives exactly the same result as assigning it to each of those Sponsors or Exhibitors individually. See Tag Sponsors and Exhibitors with Labels in Sponsor & Exhibitor Manager Forms and Workflows for how Labels are created and applied.
View a Sponsor or Exhibitor's Record
Click a Sponsor or Exhibitor's row in the Sponsors & Exhibitors list to open their full record. It has a Send reminder button in the upper right corner, and three tabs:
Tasks that apply across the whole Project rather than a single Event are labelled "Whole project" in the Event column.
Click View Submission on any row in the Tasks tab to jump straight into reviewing that task's Submission. See Review a Submission below.
Change a Sponsor or Exhibitor's assigned Events
You can change which Events a Sponsor or Exhibitor is assigned to after they've already been invited. For example, if they're added to a second city partway through your Project.
To change a Sponsor or Exhibitor's assigned Events:
Any Forms allocated to the Sponsor or Exhibitor update automatically to match their assigned Events, based on the Form's Scope. An Event that already has a submitted Form cannot be removed from a Sponsor or Exhibitor, so submitted work is never lost by accident.
Manage Email Notifications
Sponsor & Exhibitor Manager sends emails automatically throughout the workflow. All emails are sent from Sponsor & Exhibitor Manager's own system address, noreply@sponsorandexhibitor.com, rather than your own domain. Emails are not personalised to your company name or domain.
Note: These automated emails are also how most Sponsors find their way back to their Dashboard day-to-day. A Sponsor rarely needs to go looking for their original invitation once task and reminder emails start arriving, since each one links straight back in. Keep this in mind if a Sponsor reports trouble getting back in. See A Sponsor cannot access their Sponsor Dashboard below for what to do when they don't have a recent email to hand.
Automated reminders
The platform automatically sends reminder emails to Sponsors at 2 weeks and 1 week before each Form's due date. Frequency can be customised via Your Account → Notifications. See Your Account in Navigate Sponsor & Exhibitor Manager article
Send a manual reminder
You can trigger a manual reminder at any time, useful for following up with Sponsors who have not started their tasks or have stalled partway through. The Send reminders to all action is available from both the Sponsors & Exhibitors list and the Submissions section. It's also available inside a specific Form's Submissions tab, scoped to just that Form. See View a Form's Full Details in Sponsor & Exhibitor Manager Forms and Workflows article
To remind all Sponsors with outstanding tasks:
To remind a specific Sponsor:
You can also click the Send reminder button in the upper right corner of a Sponsor's own record. See View an Individual Sponsor's Record above.
Notes:
Each reminder includes a direct link to the Sponsor's outstanding tasks.
If Sponsors may have a gap before their first task-related email arrives, for example while you're still finalising Forms, let them know they can go straight to sponsorandexhibitor.com at any time and sign in with the email address their invitation was sent to
Email notification buffering
To prevent Sponsors from receiving a separate email for every Form assigned to them at the same time, Sponsor & Exhibitor Manager consolidates task assignment notifications within a set time window.
Automated Email Content
The copy, subject lines, and branding of the automated emails above (invitations, task assignments, reminders, change requests, and submission-reviewed notifications) are fixed and sent as-is. They can't be edited or rewritten.
Note: This is different from Email Templates, which you build and send yourself for things like announcements or general updates. See Sponsor & Exhibitor Manager Email Campaigns to build and send your own.
View Sent Emails
The Sent Emails section gives you full visibility over every email sent from your account and its delivery status, useful for confirming what Sponsors have received and identifying any messages that failed to deliver.
The list shows each recipient, the email subject, the mail type, the Project or Event, the status, and the sent and created dates. You can search by recipient or subject, sort by column, filter which columns appear, and download the list.
Note: Click a recipient's row to open the email's full record. It has three tabs: a Details tab, a Preview tab showing the email as it was sent, and a Logs tab.
Email customisation
Email templates are not customisable. The copy, subject lines, and branding of all automated emails, including invitations and reminders, are fixed and sent as-is from a Jomablue email address.
Review Submissions
When a Sponsor submits a Form, it appears in the Submissions section for your review. The Submissions view consolidates all Sponsor progress across all Forms in one place, so you can see exactly where everything stands without switching between individual Forms.
Access Submissions
Alternatively, if you only want to see responses to one specific Form, do this:
Four widgets at the top of the Submissions page give you an immediate count of where things stand:
Filter and search
Use the status tabs to narrow the list: All, Not started, In progress, Needs review, Changes requested, Approved, or Overdue. You can also search by Sponsor name or Form name.
Each row in the Submissions list shows:
The list can be reordered, filtered, and downloaded.
Submission statuses
Review a Submission
Review each item and choose one of the following actions:
For your Awareness: Approve all. The Approve all option approves every outstanding item in the Form at once, notifies all affected Sponsors simultaneously, and cannot be undone. Use this only after you have reviewed each item individually and are confident that all are ready to be approved.
Note: The right panel of each Submission shows a full history of edits, comments, and actions, providing a complete record of everything that has happened on that Submission.
Note: There is currently no option to formally decline or permanently close a Submission without requesting resubmission. The ability to do so is on the product roadmap.
Preview uploaded files
When a Sponsor uploads a file within a Form field, it appears inline preview within the Submission, alongside the rest of the responses. Click the file to download it. To download uploaded files in bulk across a Form, export the full Submission ZIP. See Export Form Submissions below.
Export Form Submissions
Use this section once Submissions are approved to get that data out of Sponsor & Exhibitor Manager and into the hands of whoever needs it next, whether that's your Event operations team, your venue, or a supplier, without giving them access to the platform itself.
Export approved Submissions for a specific Form
The ZIP file contains all approved Submission data for that Form.
Note: Each export contains a CSV of the text responses together with any files Sponsors uploaded. Only approved Submissions are included, and the export covers all approved Submissions for that Form. Selecting individual Sponsors to export is not currently available. Sponsors cannot download their own Submissions.
Export all approved Submissions across a Project
Wrap Up Your Event
Use this section once your Event has taken place and every Submission is approved, to close out the Project properly and keep your active Team Overview list focused on the work that's still live.
Start by exporting your Submission data using the steps in Export Form Submissions above, before your team moves on.
When a Project is complete, you can archive it to keep your active list focused.
Archive a Project
Archived Projects move out of your active Team Overview list and into Settings → Archived Projects, where you can search and review them at any time.
Unarchive a Project
If you need to bring a Project back into your active list, for example, to reference it or reuse its setup, you can restore it from Settings.
Your Project returns to your active Team Overview list
Note: Your Event data, including Submissions and uploaded files, is retained in accordance with Jomablue's data retention policies rather than being deleted once an Event or Project is archived. Refer to the Jomablue terms of service, or speak with your account contact, for the specifics that apply to your account.
Troubleshooting
Use this section when something isn't working with Sponsor invitations, access, or Submissions.
Note: Sponsors and Exhibitors now have their own in-platform support assistant, where they can browse help articles and submit a support request directly from their Dashboard. This sits alongside the paths below, not instead of them: a Sponsor may resolve some issues, or reach Jomablue support, without coming to you first. If a Sponsor mentions they've already raised something through their Dashboard, it's worth checking with Jomablue support before duplicating the fix from your side.
A Sponsor says they didn't receive their invitation
An invitation was sent to the wrong email address
You cannot recall an invitation once it's sent. Contact the Jomablue support team for assistance.
A Sponsor cannot access their Sponsor Dashboard
Invitation links are time-limited and can expire or be invalidated. Each link is valid for 7 days and stops working once it's been used or a newer link is issued for that Sponsor.
This is usually one of two situations. Work out which one applies before choosing an action:
Once the Sponsor has a valid link or has signed in successfully, ask them to close their browser tab and try again from there.
A Sponsor can access their Dashboard but sees no tasks
This usually means a Form's Form scope does not currently apply to the Sponsor's invited Event, or the Form hasn't been published.
If the issue persists, contact the Jomablue support team
FAQs
These questions cover managing an Event that's already live, including reviewing Submissions, sending reminders, and exporting data.
Can I have more than one organiser managing the same Event?
Yes. You can invite teammates to your account from Settings → Team users. Each teammate has a role of member or owner, and owners can promote or remove other team members. For the full steps, see Add Teammates to Your Account in the Sponsor & Exhibitor Manager Forms and Workflows article.
What happens if I edit a Form after a Sponsor has already submitted a response?
You can edit a Form at any time, including after it has been published and after a Sponsor has submitted a response. See Edit a Form in the Sponsor & Exhibitor Manager Forms and Workflows article.
What if a Sponsor does not receive their invitation?
See A Sponsor says they didn't receive their invitation in Troubleshooting above for the full walkthrough.
What if a Sponsor says their link has stopped working, but they've definitely completed onboarding already?
This is expected, not a fault. Once onboarding is complete, the original invitation link no longer leads back through onboarding; it redirects to a login step instead. The Sponsor doesn't need a new link from you: they can sign in with their email address from any Sponsor & Exhibitor Manager email link or sponsorandexhibitor.com directly, and complete sign-in with a one-time emailed code. See A Sponsor cannot access their Sponsor Dashboard above.
Can I download Submission data when the Event is over?
Yes. See Export Form Submissions above for the full steps.
What happens to my data after the Event is over?
Your Event data is retained in accordance with Jomablue's data retention policies. See the note under Wrap Up Your Event above, and refer to the Jomablue terms of service or your account contact for specifics.
Is there a broadcast or messaging feature to contact all Sponsors at once?
Yes. Build a template and use Send Bulk Emails to reach everyone in the Project, everyone registered to specific Events, or specific Sponsors and Exhibitors you choose. This is a separate feature from the automated notifications above, with its own builder, drafts, and send history. See Sponsor & Exhibitor Manager Email Campaigns for the full walkthrough.
Do Sponsors have their own way to get support now?
Yes. Sponsors and Exhibitors can browse help articles and submit a support request directly from their Dashboard, the same kind of support assistant already available to you as an organiser. This means some Dashboard issues may be resolved, or raised with Jomablue support, before they ever reach you. See the note under Troubleshooting above.
Can I group my Sponsors and Exhibitors, for example by tier or region?
Yes. Tag them with Labels, a way to group Sponsors and Exhibitors however suits you. Once applied, you can filter, export, and assign Forms by Label from the Sponsors & Exhibitors list. See Filter, export, and assign by Label above, and Tag Sponsors and Exhibitors with Labels in Sponsor & Exhibitor Manager Forms and Workflows for how to create and apply them.
