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I'm an Exhibitor, what do I do?

Access My Booth in the virtual event hub to start editing your booth

Whitney Harriss avatar
Written by Whitney Harriss
Updated this week

Exhibitor's Guide from Start to End

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!


Access My Booth

Once you receive the email from Accelevents, click the Access Booth button. This will redirect you to the My Booth tab in the virtual hub.

My Booth in the virtual event hub is your central hub, 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. This tab is only visible to exhibitors and event admins.

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

View Your Exhibitor Booth

Before adding content or other team members to your booth, it's important to know how to enter your live booth so you can easily go in and out when you need to check if your content has been uploaded correctly and see if you need to adjust anything.

To enter your exhibitor booth, click the Expo tab on the left navigation and click your booth to enter.

Or click the View Booth button from the company details tab while adding content in My 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 the event is in-person, you won't be able to view the booth from the virtual event hub. Instead, you'll need to access the attendee app to view it. You may only enter the event in the app when the event opens. After entering the event in the app, you'll see an expo button at the bottom to access booths.

If you'd like to preview the booth before the event opens, you can contact the event admin to have it checked and possibly give you screenshots.


Add Content To Your Booth

The Company Details tab lets you add content to your booth, including descriptions, images, videos, links, and files. From this menu, you can also configure your live stream. Some items you add or configure may not appear in the Attendee App. Please check each item below to see how they would appear in a browser or the app.

Everything you add in the Company Details tab in My Booth settings will appear in these 4 booth tabs. Products have their own dedicated tab in My Booth settings and in the expo booth itself.

Click the arrows to expand

Live Stream

This feature is not available in the Attendee App

Choose Zoom or Pro Exhibitor Studio 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 Pro Exhibitor Studio allows you to use our built-in streaming option. If this feature is unavailable, you may contact the event organizer to enable it.

The booth should have a Live tab where attendees can join your live stream.

Logo

This is available through browser and app

When viewed in a browser, the logo appears at the bottom left corner of your booth. In the attendee app, however, it will only appear in the exhibitor section of the landing page.

Format PNG, JPG, GIF - Size 300 x 150 pixels (Ratio 2:1).

Expo Card Image

This is available through browser and app

This will be the background image of your booth. In the attendee app, the expo card image will appear in the expo without the logo. The logo is only available on the landing page.

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

Exhibitor Banner Image

This feature is not available in the Attendee App

This image will appear at the top of the page when someone enters the booth through a browser.

Format PNG, JPG, GIF - Size 1100 x 234 pixels.

Carousel Image

This feature is not available in the Attendee App

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. If your booth is added as a sponsoring company to a session, this image will also appear in the session's carousel.

Format PNG, JPG, GIF - Size 300 x 150 pixels (Ratio 2:1)

Short Description and Color

This is available through browser and app

Add a short description of up to 160 characters that appears when someone hovers over the booth when viewed through a browser. In the app, the short description shows below the booth name.

Name Color

This is available through browser and app

You can change the text color of your booth name to match your branding or make it transparent if you don't want it to show. Event admins can also hide the booth name completely. If the name is hidden on a small booth, the logo moves down.

Social Links

This is available through browser and app

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, which appears at the bottom of every tab.

Documents & Links

This is available through browser and app

Upload files that will be available for your booth visitors to download. If the files are uploaded through the cloud, like Dropbox or Google Drive, you can add the links. This will appear in the Documents & Links section in the booth, which appears at the bottom of every tab.

Format PDF, DOC, DOCX, or DOCXX - File size can be up to 10MB.

Company Representatives Label

This feature is not available in the Attendee App

Change the label for the exhibitor and lead retriever profiles. In the app, the default label will remain - Company Representatives.

Call to Action Button

This is available through browser and app

You should see a Request a Meeting button in your booth's upper right when viewed in a browser and in the Company Details tab of the app. When an attendee clicks that button, it 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.

You can disable this button if you don't want it to appear in your booth. You can also change the button text and the confirmation message that attendees see in the pop-up. You can also add a URL to redirect the attendee to another page; however, this does not apply to the attendee app.

Exhibitor Description

This is available through browser and app

The content editor for the exhibitor description allows you to add text, images, and videos (URL). The description appears in the booth's Company Details tab.

Offer Page

This is available through browser and app

There is a dedicated tab in the booth for offers, where you can add the offer details and offer or pricing link. This tab is commonly used for promotions, but it can also be used for other purposes.

Promo Video URL

This is available through browser and app

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. You can also set this to auto-play when the Video tab is accessed in the booth.

Manage Tab

This is available through browser and app

This allows you to change the order of the tabs in your booth and rename them. If a tab has no content (e.g., the Offer tab), it will not appear in the booth. Note that the Live tab may still appear in the attendee app if configured, even if the feature does not work.

The renaming will reflect in the app, but the order of the tabs will always be as follows:

  • Video

  • Company Details

  • Offers

  • Products

  • Live

Products

This is available through browser and app

To add products to your booth, go to the Products tab in My Booth. You can include the product 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.


Add Team Members

Click the Team tab in My Booth 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.


Add Leads / View Lead

Click the Lead tab to add leads or view the leads generated in your booth. This tab will be helpful on the day of the event, as you can see the attendees who are 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.


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. Virtual meetings can only happen if the event is accessed through a browser. There are no virtual meetings in the app.


Chat With a Lead

Attendees can only enter your booth and chat when the event opens. Ensure that you have someone from your team monitoring the chat. 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.

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