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How do I give speakers, sponsors, and exhibitors access to my Event App?
How do I give speakers, sponsors, and exhibitors access to my Event App?
Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

Our Speakers, Sponsors, and Exhibitors features let you create individual Event App profiles for each of these vital event supporters. After collaborating with them to build their profiles, you may be wondering: "Does making a feature profile also give them access to the Event App?"

Short answer: No. You have to add an attendee profile for each speaker and sponsor or exhibitor representative that should have access, either by letting them register through a free ticket, or by manually adding them to the Attendees list. Keep reading for specific tips and instructions when doing either.

Psst! If you want information about giving speakers access to Webex Events Production Studio, send them our Webex Events Production Studio Speaker Instructions.

Choose a method

You can add speakers and sponsor or exhibitor personnel to your Event in one of two ways.

  • Make a hidden free ticket (Easiest)

  • Add them manually or import (Harder)

Let's explore each option.

Make a hidden ticket

If you're using Webex Events Registration, create a hidden ticket that's only available to people with the correct access code, then send the access code out to speakers, sponsors, and exhibitors so they can register as attendees.

This method doesn't require you to coordinate or gather any extra information, and it lets you automatically assign speaker, sponsor, and exhibitor attendee profiles to special groups in your Event App. Read our article about creating tickets for complete instructions.

Add or import manually

If you're not using Webex Events Registration or don't have many people to add, create attendee profiles manually one by one, or import a list.

These methods require you to contact each speaker, sponsor, and exhibitor and gather the names and emails of each person who should have access to the Event App. You must then enter each person's information into the Webex Events platform or into the attendee import template.

Read our guide to adding and importing attendees for complete instructions!

Communicate clearly

Whichever method you choose, it's often important to tell your regular attendees that speaker, sponsor, and exhibitor attendee profiles are special. Share image and name conventions, description guidelines, and other special guidance with your speakers, sponsors, and exhibitors so they set up their attendee profiles with any necessary information. If you add attendee profiles yourself, be careful to configure them appropriately.

The New User modal in the Webex Events Platform. The image is the Slido logo, and the last name field says (Sponsor) after the person's last name.

Think about:

  • Do you want sponsors and exhibitors to use their organization's logo as their profile image?

  • Do you want them to include a tag like (Sponsor) after their last name?

  • Should they include a title and company or leave them blank?

Now your speakers, sponsors, and exhibitors can interact with everything attendees can, including the Wall, chat, and Video Rooms. In a speaker or sponsor page, they can simply click the Chat tab (if active) and respond to attendee chats.

The chat tab in a sponsor profile. An attendee posted a chat, and a sponsor with an attendee profile posted a chat back.

If you've set up Video Rooms for your sponsors, speakers, or exhibitors, add their attendee profiles as moderators for their rooms and then send them our Moderator Guide. 👍

Now that you know how to give your speakers, sponsors, and exhibitors access to your Event App, review our Attendee Networking with Webex Events article to learn what the attendee experience is like.

Questions? Chat with us, email, or attend a Face to Face session.

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