It's fundamental to onboard your associates to the platform so they know how to make the most of Brella. We walk you through the sponsor experience from receiving the invitation email to post-event.
We created this guide to help you understand the journey your sponsors, exhibitors, partners will go through when joining Brella for the first time until the event is over.
The steps in this article will walk you through all Sponsor-Brella touchpoints where you as the organizer can influence how your associates can see a real return on investment results. Find a takeaway note per step to strive for a better sponsor experience, and apply it in your communications plan.
Before going to the first step, let's clarify that the sponsor journey had started when they confirmed their engagement in your event. Then, you will share the sponsorship specifics they opted in, which vary but usually, these include:
- a virtual booth or an onsite booth
- # of representatives at the event
- platform benefits for representatives (breakout rooms, sponsor ads, etc.)
- brand exposure
- data reports
- user support, etc.
The sponsorship packages are designed by you, the organizer. To onboard your sponsors, you can use the sponsor's deck and a list of product features to form your packages found in the Material Bank.
If you cannot find it, contact the support team, we're happy to guide you.
Let's start! 🚀
- Receiving the invite email & signing up to Brella
- Creating a robust profile
- Landing on the event home page
- Exploring & preparing the Sponsor booths
- Exploring the People page
- Setting up 1:1 meetings
- Exploring the Schedule page
- Watching the Streams page
- Joining & moderating a Breakout room
- BONUS: Make the most of Brella as a Sponsor Representative
1. Receiving the invite email & signing up to Brella 📧
Sponsors will get the email invitation with a join code & link to access Brella from the organizer. Sponsors should receive clear instructions on how to log in to Brella and both the join code and join link. For example:
- Join URL: https://next.brella.io/join/CODE123
- Join code: CODE123
👉 After receiving the email, the sponsors should proceed, and 1) click on the join link and create an account OR 2) go to next.brella.io and create an account and then input the join code.
- If the sponsors have an existing account, they can proceed with their account by selecting the same sign-in method and email when created.
- If they don't have one yet, they can create a Brella account by following these steps. They can join Brella through the Web App or Mobile App, both land on the same sign-in page.
It's recommended to include a how-to sign to Brella instructions in the email and joins with a join code and a join link. The first impression counts!Joining through the Brella Web App
Joining through the Brella Mobile App
2. Creating a strong profile 👤
👉 After creating an account, sponsors land on the event's welcome page, followed by the Brella registration process.
When sponsors join Brella, they go through four steps: 1) Welcome, 2) Availability, 3) Interests, 4) Profile, to ensure their event profile and networking possibilities are set up optimally.
For sponsors, steps 3 and 4 are imperative to create a robust profile, so attendees feel welcomed and willing to engage with them. There are some tips for representatives on creating a strong profile here. Feel free to share!
3. Landing on the event homepage 🏠
👉 After the registration is completed, sponsors will land on the event home page.
This page is the engagement portal for all participants to access any area of the event.
Learn how this page can benefit you, as the organizer and the sponsors. Make the most of your event homepage!
4. Exploring & preparing the booths 🗺️
While sponsors will have the same registration process as the attendees in Brella, they will spend most of their time on their sponsor booth and the people's page.As a representative, ensure to:
- have the correct information in your booth.
- have opted-in networking
- be linked to your booth.
- have access to the live chat.
- have an engagement plan.
- test the 1:1 meetings.
🌟Tip: Read on how to Make the most of Brella as a Sponsor Representative
Attendees will glance at different virtual booths to meet new people, do business and learn something new. To be seen, sponsors need to stand out for attendees to visit their booths. Therefore, please encourage them to be creative. What can I add to a virtual booth?
Sponsors need to get acquainted with the booth elements and know how they can make the most of it. Therefore, it's vital that you as the organizer guide them through the booth and, if possible onboard them altogether.
5. Exploring the People page 👥
👉 When sponsors land on this page, they will have access to the participant's list.
Sponsors will first see their top matches based on the interests and intents chosen during the registration process. Also, they can see the recently joined attendees (Newest) and can bookmark people interested in follow-ups or suggest a meeting post-event.
What's more, they can use the Filter to find people per interest and intend to explore the list of people they can meet with. Our matchmaking has four intent, so you can filter people by networking, trading, investing, and recruiting.
❗If the sponsors didn't enable networking, they could not see this page and not be linked to their booths. So to see this page, they need to Opt-in in networking.
🎯 Take away
Encourage sponsors to opt-in networking at the time of registration. This will allow them to connect with others before the event begins. You can also inform your attendees and sponsors that they can filter people according to the matchmaking categories, interests, and intents.
6. Setting up 1:1 meetings 🤝
👉 Web app
From the People's page, sponsors can suggest meetings to others whether they have common interests or not. On this page, they can connect with anyone who has open available meeting slots in their profile.
The sponsors will easily suggest a meeting by clicking on Suggest meeting on a profile card.
Sponsors can learn how the 1:1 meetings work by reading this guideline: Understanding the Brella Meetings.
🎯 Take away
Explain to sponsors how to suggest meetings in 3 simple steps.
7. Exploring the Schedule page 📅
👉 When sponsors land on this page, they will have access to the event's agenda and their networking availability set by the event organizer.
They can search and filter sessions and networking time slots and set their networking availability after registration to allow other participants to send meeting requests before and during the event.
Additionally, sponsors can use the filter section to:
- Bookmark their favorite sessions.
- Past content, to go back to the past sessions.
- Filter per session, meetings, and networking availability.
- See schedule per event day.
- Filter per tags & locations to see sessions per track, type of sessions, location, etc.
- Set your networking availability per day and per time slot.
- Sync your event schedule with her personal agenda.
The sponsors can also find more details on sessions and speakers from the schedule. Learn more about what a session or content slot contains.
🎯 Take away
Ensure to inform the attendees that they can see session and speakers information on this page; they can also create their own schedule with bookmarks, set their networking availability for the event, and synchronize the event agenda with her personal agenda.
8. Watching the Streams page 📺
👉 When sponsors land on this page, they will have access to the event's content, whether it is a live stream or pre-recorded video. The tab is usually enabled before the first day of the event with a Welcome video.
Each event at Brella is unique, so we encourage you to brief attendees on your event content. Also, learn what access points there are for the Streams tab of your event.
9. Joining and moderating a Breakout room 🚪
👉In the Breakout room tab, sponsors can find different virtual"rooms" that work as meeting points for all participants. They can find coffee breaks, workshops, roundtables, and much more!
As an organizer, you can offer a breakout room session only for top sponsors. However, you will also need to show associates how to get acquainted with the tool and how it works to run everything smoothly.
A breakout room has a capacity of 100 participants, including 3 moderators. If you offer sponsors the opportunity to demo their solutions, explain the difference between Attendee and Host URLs.
- To enter a breakout room as an attendee, you need to navigate the 'Breakout' room tab in the event and choose the room from the cards they wish to enter and join the meeting.
- To enter a breakout room as a host, you need to give a Host URL to the sponsor representative to host their session in Brella.
🎯 Take away
10. Post-event 🎉
👉Once the event is over, registered participants can go back to Brella any time and review the content the organizer has enabled to show. However, Brella shuts for new attendees; therefore, they cannot join the platform anymore.
Usually, the on-demand content can be found on the Schedule page or Streams page depending on where you place it.
When it comes to the 1:1 connections made during the event, the virtual meeting rooms will close a couple of days after the event is over. But sponsors can chat for follow-ups without limits.
If you promised to share booth analytics, you could do so by exporting this file.
🎯 Take away
Be aware of what participants can do post-event. If you plan to have on-demand content available, ensure you enable the tabs and add the recorded videos to the respective sessions. Last, inform your audience what their options are post-event.
Last updated on July 2021.
Written by Stephanie Campano Valenzuela.
If you didn’t find an answer to your questions, please contact the Support Team here.