I'm an Exhibitor, what do I do?

Learn how to access your booth to set it up!

Whitney Harriss avatar
Written by Whitney Harriss
Updated this week

As an Exhibitor, you can access 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 from Start to End


1. Open the Exhibitor Invite Email

Once you receive access to the event via email, click the Access Booth button in your email. This will redirect you to the My Booth tab in the virtual hub.

Clicking the button from the email magically logs you in automatically without entering a password. This button works like magic only once. If you click it again, it will prompt you to send yourself a new magic link email.

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 update 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. The My Booth tab is accessible even before the event opens.

Note: You cannot edit the company details if you're added as a lead retriever.

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 the only live-streaming option 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.

b. Logo

The logo 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

In the attendee app, only the logo will appear on the landing page, and the expo card image will appear in the expo.

d. Exhibitor Banner Image

This image will appear at the top of the page when someone enters the booth. This will not be visible in the attendee app.

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. Exhibitor carousels are not available in the attendee app.

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. This will not apply to the attendee app.

g. Name Color

You can change the text color of your booth name to transparent if you don't want it to show. This will not apply to the attendee app.

h. Short Description Color

Change the text color of your short description. This will not apply to the attendee app.

i. Social Links

Include links to your social media accounts. These will appear as clickable icons in your booth's Documents & Links section through the browser and as clickable links in the attendee app.

j. Upload Documents Available to Attendees

Upload files that will be available for your booth visitors to download. This should also appear in the attendee app.

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. This should also appear in the attendee app.

l. Company Representatives Label

Change the label for the exhibitor and lead retriever profiles. This will not apply to the attendee app.

m. Enable 'Call To Action' Button

You should see a Request a Meeting button in your booth's upper right. When an attendee 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!" No notification is sent to exhibitors if someone clicks that button. This button is also available in the company details tab in the attendee app.

n. Call to Action Button Text

This lets you edit the text on that button. This should also apply to the attendee app.

o. Call to Action button URL

In addition to adding the attendees to the leads list, you can redirect them to a URL when they click the button. This does not apply to the attendee app.

p. Confirmation Message

You can change the message in the pop-up after attendees click the call to action button. This does not apply to the attendee app; no confirmation message appears.

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. This should also apply to the attendee app.

r. Offer Link & Offer

Add a special deal, discount, or reward for booth visitors in the Offer area. A common option is a discount on a product or service for event attendees. This should also apply to the attendee app.

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. This should also apply to the attendee app.

t. Autoplay

Set the video to auto-play when visiting the Video tab. This should also apply to the attendee app.

u. Manage Tab

This allows you to change the order of the tabs in your booth and rename them. This should also apply to the attendee app.

Note: 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. Adding team members cannot be done through the attendee app.

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 of the booth. Attendees can connect with them, chat with them, 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 generated 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

  • + New Lead - manually add a lead to the leads list

Notes:

  • 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.

6. View Meetings

View meetings that attendees requested while visiting the booth. An attendee can book a meeting with an exhibitor by clicking the exhibitor's calendar icon from inside the booth. View, accept, and modify meeting requests from the Meeting Schedules tab. This is also available in the attendee app.

7. Chat With a Lead

If you're still setting up your booth, you won't be able to chat with leads yet. Attendees will only be able to enter your booth when the event opens. To view the messages from attendees and reply to them, click the Chat with a lead tab. Here, you'll also see the Q&A and polls feature.

If a lead has visited your booth through a browser (virtual and hybrid events), they can also participate in the booth chat in the app. If the event exclusively uses only the app, attendees won't see your booth chat messages.

Notes:

  • 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.

8. Add Products

You can add your products, a description, pricing, and images visible to your booth visitors! Products should also appear in the attendee app.

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!

9. View Your Booth

Click the Expo tab on the left navigation or the View Booth button from the company details tab to see your booth.

If you're on the event landing page, click the Exhibitor tab to see your booth. Clicking the booth from the event landing page 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.

If you're using the attendee app, there's an expo button at the bottom to access booths.

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