The Sponsors module is used for sponsors. That's pretty obvious and easy! However, we also use this module for other people who attend the festival in some capacity.¹⁾

In 2019 we used the Sponsors module to handle:

• Sponsors
• Board members
• ex-Board members with remaining entitlements
• Life Members
• ex-FOG members with remaining entitlements

Other people who attended the festival were often in the guests module. But we can't allocate lodgings to people inside the Guest module.

How we use the Sponsors module in 2020 is yet to be finalized (as of 19th November). We will update these pages as we decide but think Sponsors is where we will put them again and create a tag for this particular group within Sponsors (coz they're not really Sponsors!). Tag could be abbreviation like Ex+Life or something equally silly.

For 2020 we've moved all non-sponsors to the Production Departments module. This means that the Sponsors module will just contain sponsors. We have deleted everything from last year from the module and will use the “bring departments forward” feature to pull any of last year's information that is relevant into this year's build. The reason for this change is twofold - to make the Sponsors module easier to use, and to create better systems going forward with how we manage entitlements over multiple years.

Firstly, one of the things you'll notice when you click on 'Sponsors' from the menu is that it shows an unfamiliar view. By default, it shows the credentials view rather than the list index view which we're familiar with in other modules.

To see the Sponsors listing:

• click on the main menu
• click on the small arrow next to Sponsors²⁾
• select “List Index” from the list of options

Selecting this option will display the list of sponsors without their credentials.

Selecting “Sponsors” from the main menu will direct you to the sponsors credential view. This shows an expanded view of all credentials assigned to either the sponsor (group level) or the individuals. For example, this shows the sponsor TAD Graphics with one sponsor guest Tse-Yin. We can see that there are no approved credentials. There are no credentials on the group level. There has been one festival weekend ticket requested for Tse-Yin, which is pending approval. You can also see that this credential has been comp'd, because there is no cost associated with the credential. On the left, you can also see that the shipping method is “Will Call”³⁾ Depending on your access settings, you may be able to request more credentials or approve/decline any existing requests. You may be able to also alter the credentials - by changing the price, shipping method, or requesting removal of the credentials.

Use the filter boxes in the top right hand corner to help guide you through the list. Write more here

You can click in to view more details of each sponsor profile. To do this from the list index you just click on the sponsor name. To do this from the standard credential view, click on the magnifying glass logo next to the sponsor's name in the list⁴⁾.

The main sponsor profile view is pretty bare! The only thing you can see here is any of the custom fields that have been created⁵⁾. At the top there are various options for catering, credentials and assets. Down the right hand side there are any applicable forms that can be viewed or emailed. All other information is under the available tabs.

Below is more information on the key sponsor tabs. In addition to those listed, there are some fairly standard tabs - Comments, Tasks, Documents, Lodgings, and History. You can read about those elsewhere on the Wiki - insert links here

Talk about requesting assets….

The Social Media tab is to plan and track social media mentions. Perhaps the sponsor has told us they will do a Facebook post a week before the festival - we can track this here. We can also add in any social media posts we agree to do for the sponsor. These can be inputted ourselves on the back-end or via Public Forms. There are many fields to help with reporting on these, including the ability to upload a screenshot of mentions. Draft social posts can also be recorded here for later use.

The Marcato Support article on this feature can also provide more info: http://marcato.freshdesk.com/support/solutions/articles/11000079997-sponsor-social-media-mentions

Similar to social media mentions above, the Giveaways tab allows us to plan and track any giveaways. More info can be found on the Support website: http://marcato.freshdesk.com/support/solutions/articles/11000079998-sponsor-giveaways

Activations can be thought of as a bit like vendor stalls. The sponsor may wish to have a permanent activation onsite, or one that only pops-up for an hour. We can assign the activation to a zone - which is a physical area onsite. So perhaps we would setup an alcohol company activation in the Ruby's Garden Bar for Saturday afternoon. Or we could add an activation (marquee) for a sponsor in the chapel catering area. By building these into the system we can help track and report on these agreed onsite activities.

Setting up activations will require some admin work. Please let Maisie know to start this process.

The Sponsors module is designed to do credentials and not a lot else. However, there is a lot of advanced functionality which can be built ourselves using the custom fields section. Check out more about customizing the sponsors module.

A quick note before we start: don't create lots of fake sponsors as tests! We have to ask Support to delete them all.

To create a new sponsor, click the “Add Sponsor” text in the top left corner of the sponsors page. This will take you to a page where you can fill in the basic details of the sponsor.

The only required field is the name of the sponsor. You can simply fill that in and then hit the red “Update Sponsor” button at the bottom of the page. The sponsor is then created!

When you create a sponsor you may also want to add some additional detail. The email address for the sponsor is a key detail that you should fill in now. Below this, all the custom form sections we have created will display. Fill out as much detail here as you wish.

On the 2nd tab is Credentials. If, when creating the sponsor in Marcato, you know the some or all of the ticketing requirements, you can fill these in now. Your credential requests will go into the queue to be approved by someone. You will need to select an “Approval Name” from the dropdown - select the person you believe needs to approve these credentials.

Two other important little details here are the Personnel Limit and the GCM Enabled? checkbox. It may be helpful to set a personnel limit for the sponsor. You may do this to limit the number of people who can be added to the sponsor profile. This may be particularly useful if you are planning to use the GCM or a public form to allow the sponsor to enter personnel details themselves. Note that the personnel limit doesn't limit the number of credentials that can be applied to the profile, just the number of people who can be attached to the profile. So, you may limit the number of personnel to 6 people. But you can still request unlimited credentials on the group level and on those 6 individuals. Those credentials would then need to be approved. For many sponsors, there will be no reason to limit the number of personnel.

If you are planning to send the GCM to the sponsor you can select this box to enable the GCM for this sponsor. It's possible to change this later by editing the sponsor, so if in doubt, just leave it un-checked.

On this page you can also add personnel to the sponsor. It is important to enter a “Department Head”. This is the key contact for the sponsor.

It is important to remember that in the sponsors module credentials can be assigned on either the group or individual level⁶⁾. If the personnel attending the festival are known, their credentials should be applied on the individual level. However, you may want to assign credentials onto the group - particularly important if you're planning to use the Group Credential Manager. If you're unsure you can always check with Lou or Maisie.

The last tab is for assets. As of 21st Dec 2019 we have not built assets into the system for 2020.

Assets can be ordered for the sponsor here. Again, it is not necessary to do this while creating the sponsor, but you can if you want. A sponsor may require certain production assets at the festival. An example of this is in the past the Getaway Outdoors team required a buggie and a radio on Friday. The sponsor may need furniture, a marquee, power, or even some hay bales! This is the place to order them!

Instructions to follow once system built…