As an event admin, you will set up the skeleton or framework of your exhibitor’s booth and assign an exhibitor admin to give them access to edit the content of their booth.
This article will discuss the following subjects:
STEP 1: Create an Exhibitor Booth
Go to the Exhibitors & Sponsors tab
Add an exhibitor booth by clicking (+) Add Exhibitor
Complete the exhibitor framework details
In the Exhibitor Settings, there are 3 tabs:
Settings - allows you to edit the main setup of the booth
Design - allows you to edit the content of the booth
Team - allows you to add exhibitor admins and lead retrievers for the booth
Name: Enter the exhibitor booth name
Logo: add the company logo, the optimal image size is 300 x 150 pixels or a 2:1 ratio, in .JPG or .PNG format. A logo is required for each exhibitor.
Pro Exhibitor - turn this on to allow exhibitors to live stream using Accelevents Studio. This feature can be used at $99 per booth per day. Click here to learn more about the Pro Exhibitor option.
Allow to show live streaming - turn this on to allow exhibitors to live stream in their booth. If they are not using the Pro Exhibitor option, they can still live stream using Zoom without an extra charge. Click here to learn more on Live Streaming as an Exhibitor.
Number of team members permitted - set the maximum number of exhibitor admins and lead retrievers that can be added to this booth (live reps available to chat with your attendees).
Company Representatives Label - this is the label that shows up on top of all the exhibitor and lead retriever profiles. See the example below:
Allow reps to manually add leads - controls if a lead can be manually added to the Leads page in the Exhibitor Portal.
Allow reps to see other reps’ leads - controls if each company representative can see the leads that the other reps in their booth chatted with.
Allow reps to auto-generate leads - this allows leads to be captured automatically when they are chatting within the company chat or chatting directly with a representative.*This is recommended to remain on.
Show Download Lead button in My Booth - this allows exhibitors to download a CSV file of their leads list from My Booth > Leads
Count every booth visitor as a lead - turn this on if you want all of the attendees who entered the booth to appear in the leads list
Booth Size - decide how much space your exhibitor booth will occupy on the expo page. You can choose between a small, medium, or large size booth.
Premium Tag - toggling this on will add a yellow “Premium” banner at the top of the exhibitor booth.
Featured Exhibitor - toggling this on will include the exhibitor booth at the Featured Exhibitor panel, which is at the top of the Expo.
Include in Expo Carousel - for more viewership, you can choose to add an exhibitor in the carousel, which is the space above the chat.
Carousel Display Time (in Seconds) - set how long a carousel image will be featured in the carousel.
You can also customize the text and font color of the featured label.
Go to the Exhibitors & Sponsors tab
Click the Exhibitor Settings button
Click the pencil icon under Featured Label Customization
Enter the text (up to 25 characters, spaces and special characters are allowed) and select the color for the label's text.
The label will now appear like this:
Manage Booth Interactivity
Enable chat in this Exhibitor Booth - enable this if you want attendees to send in chat messages in the booth
Enable polls in this Exhibitor Booth - enable this if you want to use the poll feature
Enable Exhibitor Q&A - enable this if you want to use the Q&A feature
Send Questions in Private Only - enable this if you want attendees to send their questions privately, not visible to other attendees, only to exhibitors
Show Status Indicator - turn this on to show the booth status (away / available). If this is turned off, no status will show. We recommend turning this off if the booth is unmanned for the entire event.
Show the Exhibitor booth name - turn this on if you don't want the booth name to appear in the expo
Create Sponsor with same name - when this option is checked, a sponsor with the same name will also be created. Click here to learn more about Sponsors.
Link to Site - add the website URL to your exhibitors' site. This will display in the “Documents and Link” section of their exhibitors' booth.
Select Currency - choose the currency that will be used in the Product tab
Category - select a category for your booth. To create a category, click the Settings button on top of the Exhibitors & Sponsors page. See below:
Change the order of the tabs in your booth and rename them. If there is no content in the tab, then that tab will not appear in the booth.
Live - live stream using Pro Exhibitor or Zoom
Video - play a video through YouTube, Facebook, Wistia, or Vimeo
Company Details - content of the booth
Offer - another option to add content
Products - products that can be sold in the booth
STEP 2: Add an Exhibitor Admin
Click the Team tab
Add an exhibitor admin by clicking (+) Add Staff
Enter the exhibitor staff information and click Save
Once you add Team Members to the booth, they will receive an email with instructions on how to access their booth
STEP 3: Edit the Booth Content and Design
Click the Design tab to see all the fields that can be edited
These fields are also available in the Company Details tab in the My Booth tab in the virtual event hub. Click here to learn more about the exhibitor fields.
Other Expo Options
Import Exhibitors - allows you to upload a list of your exhibitors through a CSV file, or import booths from a past event.
To import booths from a past event, select the event from click the drop-down menu of Select a past event to import your booth, as shown below
After selecting the past event, tick the booth/s from that event you'd like to import to the current event. Click the Add Selected button when you are ready to apply the import.
Note: turn on the toggle for Duplicate Exhibitors Admins & Staff if they also need to be copied over
Export Exhibitors - allows you to download a list of your exhibitors through a CSV file
Exhibitor Settings - allows you to customize options for your expo tab and all booths
Settings > Expo Settings
+ Add Category - create a category for your booths. Once you select a category for your booth, the booth will appear in the dropdown in the Manage Category menu. You can also change the order of the categories and the booths inside a category.
Featured Label Customization - create a label for booths that you want to feature. There is a 25-character limit. The Label Color Picker selects the color of the text and does not change the color of the label background.
Exhibitor Background Image - the background image behind the booths that appears when the Expo tab is accessed
Expo Banner Image - the image that appears on top of the Expo tab
Enable Exhibitor Live Stream - allows you to add a video to your Expo Banner. The video will appear on the right side of the banner. This feature is only available for Enterprise Plan. Click here to learn more about Live Streaming on the Expo Banner.
Stream Provider - choose whether to upload a recorded video or stream via RTMP
Direct Upload - when this is chosen, you'll see options to upload the video and start the broadcast
RTMP - when this is chosen, you'll see the option to copy the Stream Key and RTMP URL
Title - this will appear on the left side of the expo banner
Description - this will appear below the title
Settings > Booth Settings
All Exhibitors dropdown - allows you to customize which data from attendees will be collected for each booth (see list of fields below override per exhibitor).
Remove attendee option to hide contact info from exhibitors - if this is enabled, attendees will no longer see the option to hide their contact info from exhibitors in their profile setup
Customer Exhibitor Email - edit the email that exhibitors receive when they are added to the booth
Disable Exhibitor Invite Email - if this is enabled, exhibitors will not receive the exhibitor invite email when they are added to the booth.
Send All Exhibitor Invite Emails - this will only appear if the Disable Exhibitor Invite Email is enabled, which will allow you to send the email to all exhibitors in bulk
Override per Exhibitor - this feature is in beta, for now, if you want to override the fields to be collected in the Leads list, override it from the All Exhibitors dropdown.