đź“„ Guide for Sponsors: Using the ClimbUK Sponsor Portal & App Features

Guide for Sponsors: Using the ClimbUK Sponsor Portal & App Features

If you are a sponsor or exhibitor at Climb26, you have special tools at your disposal within the ClimbUK platform. ClimbUK provides a Sponsor Admin Panel (web portal) for managing your virtual booth and gathering leads, as well as sponsor-specific features in the mobile app. Here’s how to make the most of your sponsor experience:

Sponsor Admin Access – Getting Started

As a sponsor, you will receive an admin invite to the ClimbUK Sponsor Panel (a web-based interface). This panel is accessible via a browser. Log in with the account associated with your sponsorship. Once inside, navigate to your company’s virtual booth for Climb26. You’ll see sections to edit content and view analytics.

Build and Customize Your Virtual Booth

Every event sponsor gets a dedicated page in the app – essentially a Virtual Booth that attendees can visit on the platform. It’s crucial to fill this out before the event:

  • Booth Information & Appearance
    • In the Sponsor Panel, go to the Edit Booth section. Here, you can upload your company logo and a cover image to brand your booth page. Follow the recommended image guidelines (e.g. 200x200px for logo, 1200x400px for cover). 
    • Add a company description – this can include formatted text, links, even images or embedded videos. Treat it like a mini landing page: explain your product or service, and what you offer at Climb26.
  • Carousel / Content Slides: The platform allows you to add multiple pieces of content in a carousel on your booth page. This is great for sharing PDFs, brochures, case studies, or promo videos. For each slide, you can upload an image or use an embed link to things like YouTube videos or SlideShare decks. For example, you might add a slide with a YouTube embed of your product demo video, another slide with a one-pager PDF (uploaded to a cloud service and embedded), etc. Attendees will be able to browse these materials when they visit your booth virtually.
  • Sidebar Integrations: You also have an option to add content in a sidebar on the booth page (like embedding a form or external webpage). Some sponsors use this to embed a lead capture form or a calendar link. Use it creatively – but note it’s meant for scrollable content (avoid large images in the sidebar). 
  • Preview: As you add content, use the Preview feature to see how your booth will look to attendees. Ensure the formatting appears correctly and that all links work. A completed virtual booth will make your company stand out – it’s like a digital storefront for all Climb26 participants to see.

Sponsor Representatives – Add Your Team Members

It’s important that the people from your company who are attending (your booth staff or reps) are properly linked to your sponsor profile:

  • Automatic Linking: If your team members sign up for the ClimbUK app using your company name, the system might auto-link them as representatives of your booth. For instance, if your company is “TechCorp” and an employee’s profile company is “TechCorp Ltd,” the platform will recognize the match and attach that person to your booth in the app.
  • Manual Linking: To be safe, you can ask the ClimbUK organizers to manually add representatives via the admin panel. There is no limit to how many representatives you can have linked to your booth. Once linked, their profiles will show up on your booth page (“Company Representatives” section) so attendees know who to contact from your team.
  • Before the event, ensure all your on-site staff have joined the app and are showing up as reps on your booth. That way, when an attendee visits your virtual booth, they might see, for example: “Representatives: Alice (Sales Engineer), Bob (VP Marketing)” and can reach out to them directly.

Engage with Attendees via the App

As a sponsor rep, you will use the app much like an attendee, but with a couple of extra perks:

  • Inbound Contact from Attendees: Attendees can drop virtual business cards or contact you through the booth. If the booth chat feature is enabled by ClimbUK, attendees can initiate a chat with your booth that you or your colleagues can respond to. Make sure someone monitors incoming messages. This feature can be toggled on or off in your sponsor panel (“Enable booth chat”) – we recommend keeping it on to not miss potential leads.
  • Scheduling Meetings: You can also proactively use the Networking section of the app to find attendees to meet, just like any attendee would (see the Attendee guide). Sponsors often have specific targets – use filters to find people in industries or roles you’re interested in talking to. Then send meeting requests. As a sponsor, it’s good practice to fill your meeting slots quickly.

  • Scanning Leads On-Site: A huge benefit for sponsors is the QR Lead Scanning feature. In the ClimbUK mobile app, use the QR scanner (usually found at the bottom tab, a QR code icon) to scan attendees’ QR codes (on their badges or app) when they visit your physical booth. Every scan instantly logs that person as a “lead” in your system:

    • On your app, they’ll appear under a “Prospects” or “Leads” tab in the People section, categorized appropriately.
    • In your Sponsor Panel online, you’ll be able to see all these scanned contacts as well. The system distinguishes Outbound leads (people your team scanned) and Inbound leads (people who scanned your booth’s QR or otherwise connected). Both are valuable.
    • You can export these leads at any time from the Sponsor Panel, complete with their provided contact info (e.g., email, job title). This is immensely useful – it means you don’t need a fishbowl for business cards; all your booth visitors that you scan will be digitized.
    • Note: Even if an attendee isn’t in the app (say they didn’t join), you can still scan the QR code on their badge and the app will let you save a contact with notes, though it may show up as “unregistered” until they activate the app. Always ask attendees to join the app for full info exchange.
  • Taking Notes: In the app, when you have someone’s profile open (e.g., after scanning or connecting), encourage your team to use the Notes feature (if available) to jot down key points from the conversation.

Utilizing Booth Analytics and Metrics

One of the advantages of ClimbUK’s platform is real-time analytics on sponsor engagement. In your Sponsor Panel web dashboard, check the “Overview” or “Analytics” tabs:

  • The Overview section gives a summary of your booth’s performance. For example, you can see total booth visitors (and unique visitors), the number of meeting requests your team sent/received, and your meeting acceptance rate. There’s a highlights bar that might say something like “100 Unique Visitors, 30 Meeting Requests, 80% Acceptance Rate” as an example. 
  • Graphs will show traffic over time (when people are visiting your booth page most), which can indicate interest spikes. Perhaps you got many visits after your stage appearance – you’ll see that.
  • There’s also data on most active visitors – a table listing which attendees viewed or interacted with your booth the most. These are hot leads to follow up on (maybe they downloaded your PDF or spent 5 minutes on your page).
  • Chat and Meeting Activity: some charts break down how many chat messages your reps are exchanging and how many meeting invites are going out/in. If inbound requests are high, consider adding more reps or reaching out proactively to those you couldn’t schedule with.
  • Exporting Data: All these analytics can be exported (there are Export CSV buttons), so after the event you can download the full lead list and engagement stats to integrate with your CRM.

During the Event – In-Person Tips:

At your physical booth, use the app to augment your interactions:

  • Encourage visitors to scan your booth QR code (it might be on your table as a poster) to mark interest. Similarly, scan their badge QR to capture them. It works both ways and ensures you connect digitally.
  • The app has a feature for sponsor promotions or announcements, you can coordinate with ClimbUK to maybe send a push notification (e.g., “Visit TechCorp’s booth now for a live demo!”). These would be arranged ahead of time if part of your package.
  • Keep an eye on the app for any attendee messages to your reps or meeting changes. Have at least one team member responsible for the digital side while others handle face-to-face.

Post-Event Follow-up:

After Climb26, export your leads list from the Sponsor Panel. It will contain all the contact info of people you connected with (provided they shared those details in the app). This makes post-event follow-up straightforward – you have a clean CSV of everyone who visited or interacted with your booth, which is gold for your sales and marketing teams. Also, review the analytics to evaluate your ROI: number of leads, meetings completed, etc., so you can report on the event’s success (The sponsor Overview analytics are basically designed to help you measure ROI in terms of engagements).