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Sponsor Guide

  • Updated

Congratulations you are a sponsor for a jaw-dropping event! Let's walk you through the platform and show you how to navigate the different areas. 

First things first let's make sure you use our compatibility checker to prevent issues joining the event;  this will run a quick hardware check for the device you are using. Furthermore, please review our Before You Start article that goes into further details you may want to check out before joining an event.

 

Now that you have ensured your hardware and device are good let's walk through the platform together. We will go through three critical areas:

Registration

The event producers will share a link with you for the event, along with the date and time. From there you will need to register. Below are the options you have and a couple of short walkthroughs.

Using Single Sign-on with Gmail, LinkedIn, or Outlook

Using email

Please note that you will be locked out for a 15 minute period if you input your password incorrectly 10 times. If you are having trouble registering for an event, you can ask the event producers to send you a "one-click registration link" that bypasses the need to create an account or go through this flow. Producers, please follow this guide here. 

Navigating the Event

The Stage

This is where the bulk of the event will be unless it is a multi-track event. Here you will be able to navigate to other areas of the event, adjust stage volume, and make the event go to full screen.

  • Volume slider - Located at the bottom left
  • Full Screen - Located at the bottom right
  • Closed Caption - If the event has this enabled, the CC button is at the bottom right

Interaction Panel

Chat

Primary interaction panel to engage with event participants

  • Public Chat - Where you can interact with other attendees and engage with the speakers
    • Don't forget to use emojis and /giphy [text] to create some fun

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  • DMs (Direct Messages) - Allow you to send other attendees DMs for private conversations.
    • You can also request 1:1 video calls with other attendees. For greater detail check out our 1:1 Call Guide.

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  • Help Chat - Think of this as reaching out to the event staff/producers directly for help with technical issues during the event. You can also solve the most common problems with a review of our general troubleshooting guide.
    • You can also click on your profile image at the top right-hand corner and click "Contact Support" to email the Welcome support team.

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Q&A

Where you can ask questions for the speakers or producers to answer. You can also see other people's questions and upvote them.

  • Note that you are limited to 10 "live" questions (you can keep asking them if they are answered or deleted) per event in the Q&A. If you really need to ask more questions please feel free to use the "help" chat where you can get in contact with the producers who can put questions in the Q&A on your behalf. 

  • Raise Hand - This is a feature where you can alert the producers of the event to put you on stage to ask your question on video in front of the audience. In other words, raising your hand tells the producers that you want to go on stage.
    • The event producers can simply choose not to acknowledge your raised hand
    • You can also just ask your questions in text form in the Q&A

Polls

Event organizers and speakers are able to put up polls for you to vote on. This tab will reveal all the active polls that you may participate in and the results of previous ones.

Profile

At the top right corner of the screen, you will see your profile button with an agenda button to the left of it.

  • Profile - Clicking on this button will reveal a drop-down with a few options
    • Profile - this allows you to modify your profile fields such as name, role, company, and you can upload a profile image
    • Contact Support - This takes you to the Welcome help desk to submit a support ticket
    • Log out - logs you out of Welcome
  • Agenda - Toggles a panel of the event's agenda. You can expand and close the description for the different sessions throughout the day
    • If you are attending a multi-track event you will see a drop-down that allows you to switch the agendas for the different tracks and also includes a button that will take you to those tracks.

Lounges and Breakout Rooms

  • Please note that you will not be able to use these features without a working camera and microphone
  • Depending on your event, lounges and/or breakout rooms might not be available
    • but if they are, don't forget to use the photo booths 🙂

Lounges - A casual place for attendees to hang out with each other. This is most likely where your sponsorship opportunity will be set up.

Breakout Rooms - Think of these as a more structured way to break up attendees into smaller groups for discussions. You will be automatically sorted and can be moved to different breakout rooms by the producers. 

Still having trouble?

If none of the solutions work above and you're still experiencing issues, feel free to contact support@experiencewelcome.com or click Help at the bottom right corner of the screen.

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