K23 Sponsorship Guides
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Knowledge Sponsorship Guide

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Adding Packages to Exhibitor Record

Last Updated: 9/8/2022
After an exhibitor has been added to an event, either from global or as a net new record, it’s time to add the appropriate packages to their exhibitor record and change their status.
First navigate to the exhibitor record within the event. This can be done by using the search bar at the top left of RainFocus Admin or by searching within the Exhibitor tab in the left-hand nav.
Once you are on an exhibitor record, click into the “orders” tab. Note: the names of some of these tabs may change over time but there should always be one that says “Orders”. ​
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Within the Orders tab, click the purple “+ Add Order” button. You will see a modal window pop up showing the available sponsorship packages. Select the appropriate package for the exhibitor on this screen and then click Next. If the sponsorship level you are adding includes sponsor sessions, you will see those options show up automatically when selecting the appropriate level. ​
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After clicking Next, you’ll be taken to a payment screen. Since we are not handling sponsorship payments within RainFocus, we will select “Invoice No Charge” for Payment Type. You will see a new field show up called “PO Number” that you can populate if you have one. This would be just for additional tracking purposes though, nothing is driven off PO in RainFocus. ​IMPORTANT: By default, the “Send Invoice” checkbox near the bottom of the form will be checked. Since we are not invoicing out of RainFocus, it is important that we ALWAYS uncheck this box before submitting. ​ Another Note: To the same point above, we aren’t handling payments in RainFocus, but it may be best practice to mark whether or not the sponsor has paid in RainFocus. So in this example, if that sponsor has already paid for their sponsorship outside of RF, we should check the box at the bottom “Mark as Paid”. We can always go mark orders as paid at a later time but if it’s already paid at the time we enter the package initially, we should indicate that. ​
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After clicking submit, you should see the order show up on the orders page. The last step is to change the status of the Exhibitor. By default, any new exhibitor is added as “New”. If they are approved as a sponsor for the event and we have added their appropriate package, go ahead and change their status to “Approved”. Make sure you click “Submit” after changing the status. ​
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At this point you have now added a package and approved the sponsor record in RainFocus. You should now see the field “Sponsorship Level” automatically update to the appropriate level (if you don’t, try refreshing your page). ​
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