K23 Sponsorship Guides
Share
Explore
K23 Sponsorship Guides
Knowledge Sponsorship Guide

icon picker
Adding a New Exhibitor to RainFocus

Last Updated: 9/8/2022
Once a company has agreed to sponsor the event and has signed the necessary contracts, they need to be added into RainFocus as an exhibitor.
The first step is to determine whether this company has sponsored a ServiceNow event in the past, or if they are a net new sponsor. To do this, change your event in the top right-hand corner of RainFocus admin to GLOBAL. ​
image.png
⁠
⁠
Once you are in the GLOBAL instance of RainFocus, you can now search for that exhibitor record. This can be done by either using the “Search” button at the top of the left-hand navigation. You can also click “Exhibits” and search within this page, which will show the complete list. ​
image.png
⁠
Note: you may not see the same navigation items on your left-hand nav as what you see in this screenshot. That is normal and just means you have differing permissions.
The next step depends on whether or not that company has an Exhibitor record in GLOBAL already:
IF company already exists in global:
Click into their exhibitor record (either from search or exhibitor tab)
Once on the record, click the + sign next to Add Events ​
image.png
⁠
⁠
Type the name of the event you want to add the exhibitor to, and then click the event name. ​
image.png
⁠
⁠
IMPORTANT: Make sure you click the “add” button after selecting the event(s). ​
image.png
⁠
⁠
A modal window will pop up asking if you want to copy any of the exhibitor’s participants down to the event level. If by chance the exhibitor record doesn’t have any participants associated (this should be extremely rare), then this step doesn’t occur. My suggestion would be to tag the primary ERC owner ONLY when we are copying down from Global. Check the appropriate box(s) and click continue. ​
image.png
⁠
⁠
After this step you should now see the event you added the exhibitor to display in Global. You can now navigate back to the event level and see the exhibitor record. The Exhibitor is officially added to the event. ​
image.png
⁠
⁠
IF company doesn’t already exist in global:
Click on the event name in the top right and navigate back to the event (moving from GLOBAL back to event).
In the event level, click Exhibits on the left-hand nav. ​
image.png
⁠
⁠
You should see a purple + sign at the bottom right corner. Click this button to add a new exhibitor record. ​
image.png
⁠
⁠
You will see a form load asking for the Exhibitor’s information. Fill out as much information on this page as you can. Here are some notes describing the purpose of each field:
Exhibitor Name - this is their “system” name so treat this like their official company name (ex. “Acorio LLC” or “Apple Inc”). So if they have abbreviations such as LLC, Inc, Ltd, etc - be sure to include that in the “Exhibitor Name” field. IMPORTANT NOTE: as you start typing a name, you will see the global exhibitor list display populate. Just keep tying the name as you want it and once you have it there, press “tab” on your keyboard to save that and move to the next field. This is somewhat finicky but as long as you press tab it will accept what you have typed.
Display Name - This is the name that will show on sites. So in the same above example, Acorio LLC may be the system name but they could want their display name to be just “Acorio”. That’s how this field is used. Generally I would recommend leaving Display Name blank when adding a net new exhibitor unless we know 100% how they prefer to be labeled. (Note: there is a task in the ERC where they can change display name, which is why this should be optional or left blank when adding a new exhibitor).
URL, Email, Phone #, Address - these are all optional. Add them if you have them. (URL will be asked for in the ERC).
Events (IMPORTANT) - This may seem redundant since you’re already in the event, but make sure you click into the Events field and tag the appropriate event before clicking Submit. ​
image.png
⁠
⁠
After submitting the page will redirect you to that exhibitor’s record and will flash a temporary message saying that the exhibitor has been added.
At this point you have added the company as an exhibitor to the event level, either via global or manual add. The last step is to ensure the exhibitor has an assigned Primary Contact.
If you copied the exhibitor down from global and included the primary contact at the same time, you do not need to go and add them again. I would recommend just ensuring you see them on the event level record under the “contacts” tab.
If you added the exhibitor as a net new record, you will need to click into the “contacts” tab within their record and then click “add participant”. If the user you want to add already exists in the event, you can search them in the very top “Search for existing participant” field. If you aren’t seeing them there, you’ll need to just add them manually. To do this, fill out the entire form, set the Participant Role to “Primary Contact” and then click submit. ​
image.png
⁠
⁠
After clicking submit you should see the new participant listed under contacts. NOTE: It is critical that you use the correct email when adding them here. That email is the one they will use as their ServiceNow ID when logging into the ERC. ​
image.png
⁠
⁠
At this point in time you are done. The exhibitor is added to the event and has at least their primary contact added. That person can access the ERC and add additional contacts as necessary.
What we have not done (yet):
Add their sponsorship package (diamond, platinum, gold, etc)
Marked their status as approved
Published their record to the showcase
*These above items will occur later in the process.
Gallery
Share
 
Want to print your doc?
This is not the way.
Try clicking the ⋯ next to your doc name or using a keyboard shortcut (
CtrlP
) instead.