As an Exhibitor, you will have access to a dedicated tab in the virtual event hub called "My Booth." In this article, you'll learn how to access your booth, set up your booth details, and chat with leads!
Exhibitor's Guide at a Virtual Event
1. Open the Exhibitor Invite Email
Once you receive access to the event via email, click the Access Booth button found in your email to finish signing up & setting your password. If you do NOT have a password yet, enter one to create one.
If you've forgotten your password, click the Reset Password option. This will send you an email that allows you to reset your password.
2. Access the My Booth Tab in the Virtual Hub
Once logged in, the My Booth tab will open in the virtual event hub. This is where you can start updating your booth information, add other exhibitor admins and lead retrievers, access all the leads generated in your booth, chat with leads, and add products to your booth.
Note: If you're added as a lead retriever, you will not have access to edit the company details.
3. Update your Booth Information
Click the Company Details tab to start updating your company information.
a. Live Stream
Choose Zoom or Accelevents from the Stream Provider field to live stream in your booth. Zoom is currently the only live-streaming option available if you want to use an external platform. Live streaming through Accelevents allows you to use our built-in streaming option. If this feature is unavailable, you may contact the event organizer to enable it.
Appears at the bottom left corner of your booth.
Format PNG, JPG, GIF - Size 300 x 150 pixels (Ratio 2:1).
c. Expo Card Image
This will be the background image of your booth.
Format PNG, JPG, GIF - dimensions vary depending on the size of your booth:
Small Booth - 256 x 256 pixels
Medium Booth - 540 x 256 pixels
Large Booth - 1112 x 256 pixels
d. Exhibitor Banner Image
This will be the image that appears at the top of the page when someone enters the booth. Format PNG, JPG, GIF - Size 1100 x 234 pixels.
e. Carousel Image
This image appears at the upper right corner of the expo and inside your booth, just above the chat area. Clicking the carousel image will redirect the user to the booth.
Format PNG, JPG, GIF - Size 300 x 150 pixels (Ratio 2:1)
f. Short Description
Add a short description of up to 160 characters that appears when someone hovers over the booth.
g. Name Color
Change the text color of your booth name. If you don't want your booth name to show, you can change the color to transparent.
h. Short Description Color
Change the text color of your short description.
i. Social Links
Include links to your social media accounts. This will appear as clickable icons in the Documents & Links section of your booth.
j. Upload Documents Available to Attendees
Upload files that will be available for your booth visitors to download.
Format PDF, DOC, DOCX, or DOCXX - File size can be up to 10MB.
k. Manage Document
Add links instead of files, redirecting the user to a page where the file can be downloaded, like dropbox or google drive.
l. Company Representatives Label
Change the label for the exhibitor and lead retriever profiles.
m. Enable 'Call To Action' Button
You should see a Request a Meeting button in your booth's upper right. If an attendee clicks that, they will be added to your lead list. When someone clicks that button, it simply adds the attendee to your leads list, and the attendee gets a notification that says, "Your Request Has Been Received. We Will Be In Touch!" There is no notification sent to exhibitors if someone clicks that button.
n. Call to Action Button Text
This lets you edit the text on that button. You can rename it to something like "drop your name card," as that's what it does.
o. Call to Action button URL
Aside from adding the attendee's information to your leads list, you can redirect the attendees to a URL when they click the button.
p. Confirmation Message
You can change the message in the pop-up after attendees click the call to action button.
q. Exhibitor Description
Add a description of your company/organization. Who are you? What do you provide? You can also add a video by adding a video URL.
r. Offer Link & Offer
In the Offer area, add a special deal, discount, or reward for booth visitors. A common option would be a discount on a product or service for event attendees.
s. Promo Video URL
Share a pre-recorded video with attendees visiting your booth. Standard options are a company overview, a product demo, or a previously hosted live session recording. Add a video URL hosted on YouTube, Wistia, or Vimeo.
t. Manage Tab
You can change the order of the tabs in your booth and rename them!
Select whether the video auto-plays or not when visiting the Video tab.
v. Manage Tab
This allows you to change the order of the tabs in your booth and rename them.
Click Save at the bottom and refresh your page to ensure your changes will reflect on your booth.
To view your booth, click the View Booth button on top of the Company Details page or click the Expo tab and enter your booth.
If a field is blank, that field or tab will not appear in your booth.
4. Add Exhibitor Admins and Lead Retrievers
Click the Team tab to add new members to your exhibitor booth. Click the + New Staff button and enter the team member's information. Once added, the team member should receive an email to access the booth.
Exhibitor Admins: will have access to set up & edit booth details and can also act as lead retrievers.
Lead Retrievers: act as company representatives for the attendees & are available to live chat from within the booth. They will not have access to update/change booth details.
The exhibitor admins and lead retrievers will appear in the company representatives section in the booth. Attendees can connect, chat and set a meeting appointment with them.
As company representatives, the icons beside their names will always appear even if they turn off the option to accept meetings and direct messages in their profile. If they turn that off, it will only reflect in their profile in the People tab and not inside the booth.
5. Add Leads / View Lead
Click the Lead tab to add leads or view the leads generate in your booth. This tab will be helpful to you on the day of the event to see the attendees that engaged in your booth.
Download Lead - downloads all attendees in the leads list
Download Exhibitor - downloads all attendees that entered the booth.
+ New Lead - manually add a lead to the leads list
Attendees will be added automatically as leads when they chat in the booth or download a file. Click here to learn more about Lead Generation for Exhibitors.
The information in the Download Exhibitor report may vary depending on the event organizer's settings.
If an attendee chooses to hide their contact information from exhibitors, only their names would appear in the leads list. Click here to learn more about editing your profile.
6. Chat With a Lead
If you're still just setting up your booth, you won't be able to chat with leads yet. The attendees will only be able to enter your booth on the day of the event. To view the messages from attendees and reply to them, click the Chat with a lead tab.
You may also chat directly from your booth by accessing it through the Expo tab.
If an attendee sends a message to begin a conversation with you, it will appear in the right-hand chat bar in your booth. Viewing it from the My Booth tab, the conversation will show in the center.
If your status does not change to active after a few minutes, you may send a message in the chat area to change your status from away to active.
You can ban attendees from chatting inside the booth through the Attendee menu in the Chat With a Lead tab.
7. Add Products
You can add your products, a description, pricing, and images visible to your booth visitors!
Note: You won't be able to sell the products directly from Accelevents, but you can add your checkout page link in the description area so that if attendees decide to buy the item, you can redirect them to purchase on your checkout page!
8. View Your Booth
To see what your booth would look like, click the Expo tab or the View Booth button.
Click the Exhibitor tab to see your booth if you're on the event landing page. Note that when you click the booth from the event landing page, it will not redirect you to the booth company details. If you provide your website URL to your event admin, they will add it to your booth, and once the booth is clicked on the event landing page, it will redirect to your website.