Whova Sponsor Guide
Guide Content
Access the Setup Page
- OPTION 1: The event organizer should send you a personal link to access an online form. The URL will look like “https://whova.com/xems/engage/sponsor/eventID/letters1234567/”. When you open it, you will see the name of the event at the top of the page and your company name beneath it. No sign-in is necessary; the link will allow you to set up your booth.
- OPTION 2: Sign into the web portal and enter the Sponsors tab on the left-hand side of the page. Find your company in the list of sponsors and click Edit Booth; this will take you to the same form.
To successfully log in, please sign-in with the email you used when you registered the event as a sponsor.
- You will get 2 sections to fill out: Company Showcase and Company Information.
- Once you’ve filled out all relevant information, agree to the Whova Terms of Service, and click Submit.
- You will then get a confirmation email from Whova, including a link you can use to continue to update your booth.
![](https://whova.com/wp-content/uploads/2020/08/sponsor-setuppage.jpg)
Add brochures and handouts
You can upload up to two company brochures and handouts. The attendees will be able to download them from your company profile page.
Prerequisites: Follow the previous steps to access the setup form on your browser.
- Click “Upload PDF file“. You may upload at most two PDF files, each with a max size of 10MB.
- Add a title for the handout, and select a PDF file from your local computer
- Click “Upload” and save the form
![](https://whova.com/wp-content/uploads/2020/08/add-handout-vertical.jpg)
![](https://whova.com/wp-content/uploads/2020/08/add-handout.jpg)
Upload company video
You can upload a pre-recorded video to showcase your company to the attendees. It plays automatically once the attendees click into your profile page.
Prerequisites: Follow the previous step to access the setup form on your browser.
- Click Add Company Video, and select an option to upload your video, either by copying a link from 3rd party video storage source, or by uploading a video from your local computer. If you don’t see the option to upload a local file, please contact the event organizer to enable this option.
- If you choose to copy a link from other video storage sites, we recommend you use Youtube, Vimeo, Dailymotion, our own video hosting feature, Wistia, Zoom recorded Video, or Slidelive
- Upload the file or copy-paste the video link.
- Click Save.
![](https://whova.com/wp-content/uploads/2020/08/add-video.jpg)
![](https://whova.com/wp-content/uploads/2020/08/add-video-vertical.jpg)
Set up live showcase
You can set up a live session to showcase your company to the attendees.
Prerequisites: Follow the previous step to access the setup form on your browser.
- Create a livestream from the service of your choice, and get the livestream link. To utilize the embedded streaming, we suggest you use the following services: Zoom meeting/webinar, Vimeo, Youtube live, Dailymotion, Slidelive.
- Click Add Live Showcase next to Live Showcase.
- Paste the link under Live Showcase Link.
- From there, you can choose the date and time that the livestream will begin.
- Click Save.
![](https://whova.com/wp-content/uploads/2020/07/icons8-info-48.png)
![](https://whova.com/wp-content/uploads/2020/08/add-livestream.jpg)
![](https://whova.com/wp-content/uploads/2020/08/add-livestream-vertical.jpg)
Interacting with Attendees
First, sign in to the web portal with the email that you used to register for the event as a sponsor.
There are multiple other ways to engage with the attendees as well:
- Tap “Community” at the left-hand side menu, and create discussion topics
- Tap “Community” at the left-hand side menu, tap “Meetups” topic, and create virtual meetups
![](https://whova.com/wp-content/uploads/2020/08/sponsor-booth.png)
- Sign-in to the mobile app with the email you used to register the event as a sponsor.
- There are multiple other ways to engage with the attendees as well:
- Tap “Community” at the bottom of the app, and create discussion topics
- Tap “Community” at the bottom of the app, tap “Meetups” topic, and create virtual meetups
- Tap “Attendees” at the bottom of the app, and find your targets to start 1-1 chat
![](https://whova.com/wp-content/uploads/2020/08/interaction.png)
Collecting and exporting leads
- Sign up on the Whova mobile app and enter the event page. Please use the email you used when you registered the event as a sponsor. Otherwise, the exhibitor tools will not be available to you.
- Tap Exhibitor Hub section and tap Collect Leads/Contacts.As of now, you can only use Whova mobile app to view the collected leads. There are 2 ways to add leads:
- Input the information yourself by tapping Add Lead Manually
- Scan QR codes. This is most useful in an in-person event
![](https://whova.com/wp-content/uploads/2020/08/sponsor-add-leads2.png)
- Follow the previous step to log in to the app, and find the Exhibitor Hub section. Tap Collect Leads/Contacts. For now, you need to use the Whova mobile app to export the collected leads.
- Tap Export in the upper right-hand corner, enter the email you want the leads sent to, and tap Send.
- The exported leads will be sent to the email address you listed.
![](https://whova.com/wp-content/uploads/2020/08/exhibitor-export-leads.png)