In this article, we will discuss how to set these two roles apart. An Exhibitor Admin is the main point of contact of the booth and has access to all booth settings as defined by the Event Admin. A Lead Retriever on the other hand has limited access related to engaging with and adding leads. In summary, your Exhibitor Admins have access to edit the booth and interact with attendees while your Lead Retrievers are mainly there to interact with the attendees in the booth.

As exhibitors, these are the activities that they can do in their booth:

Exhibitor Admin

Lead Retriever

Can the Event Admin disable access or feature?

Edit booth content, settings and add products

X

No

Add, edit, and delete team members

X

No, but the event admin can limit the number of members that can be added

Start the live stream

Yes

Chat with a lead

Yes

Download the booth chat

X

No

Delete attendee chat messages

X

No

Create, launch and download poll results

Yes

Answer questions in the Q&A tab

Yes

Add a new lead

Yes

See other rep's leads

Yes

Download the lead report

Yes

Enabling Access and Features for Exhibitors and Lead Retrievers

To enable or disable some of the exhibitor and lead retriever features mentioned above, the event admin can modify that in the admin console.

  • Go to Exhibitor & Sponsors tab

  • Click edit on the booth (pencil icon)

  • It should slide in the menu for Settings

1. Start the Live Stream

For exhibitors to start live streaming in the booth, the event admin should enable Allow Exhibitor to Live Stream from the admin console.

Once this is enabled, the exhibitor can live stream either through Accelevents Pro Exhibitor Studio or Zoom. To set this up, they need to go to My Booth > Company Details.

Once the setup is done, the exhibitor admin or lead retriever can click the Launch Live Stream button from the My Booth tab to start live streaming with Pro Accelevents Studio.

Exhibitor Admin View

Lead Retriever View

If they are using zoom, the Exhibitor Admin needs to add the Lead Retriever as an Alternative Host in order for the latter to start the live stream. This must be done from the Zoom application or website.

The live stream is then started in Zoom. Once the meeting starts on the Zoom website or Zoom application, the live stream in the booth will start as well.




2. Enable chat in the exhibitor booths

For attendees to be able to interact with the exhibitors, the event admin should enable Enable chat in Exhibitor booths from the admin console.

With the chat feature, exhibitors and lead retrievers can do the following:

  • send chat messages

  • reply to chat messages in a thread

  • react to messages

  • send direct messages to attendees that sent messages through the booth chat

  • Note: only Exhibitor Admins can download and delete chat messages

If the toggle is turned off, only exhibitors and lead retrievers can send chat messages.

3. Create, launch and download poll results

For the booth representatives to create and launch polls, the event admin should enable Enable polls in Exhibitor booths from the admin console.

Polls may include a single or multiple choice of answers and can be created from My Booth > Chat with a Lead tab or directly inside the booth in the chat area. The booth representatives also have the option to show or hide the poll results.


Exhibitor's view

Attendee's View


4. Answer questions in the Q&A tab

Aside from chatting with exhibitors, attendees can submit questions on a separate tab in the chat area. The event admin should enable Enable Exhibitor Q&A from the admin console to add this feature to the booth. Once enabled, an additional option to send questions privately will appear. If the second toggle is turned on then the question sent by the attendee cannot be seen by other attendees.

5. Add a New Lead

To give the exhibitors the option to manually add leads to their lead list, the event admin should enable Allow reps to manually add leads from the admin console.

This feature allows exhibitors and lead retrievers to manually add leads through the Leads tab in My Booth by clicking the + Lead button. If this toggle is disabled, the button will not appear in the My Booth tab.


6. See Other Rep's Leads

To give the lead retrievers the option to see the leads generated by other lead retrievers or exhibitor admins in the same booth, the event admin should enable Allow reps to see other rep's leads from the admin console.

When this feature is toggled off, the lead retriever will only see their own leads. The exhibitor admin can see all the leads of each representative even if this feature is toggled off. Leads are assigned directly to the booth representative when the attendee chats directly with an exhibitor.

7. Show the 'Download Exhibitor' button in My Booth

For the booth representatives to be able to generate a report of their leads, the event admin should enable Show 'Download Exhibitor' Button in My Booth from the admin console.

If the toggle is turned off, exhibitors won't be able to download the report, the event admin will have to provide them the report by downloading it from the admin console.

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