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Set Up Your Booth for an In-Person Event
Set Up Your Booth for an In-Person Event

Access "My Booth" through a browser to set up your booth and interact with attendees through the Attendee App

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated this week

An In-Person Event's Exhibitor Guide from Start to End

As an Exhibitor to an in-person event, you will set up everything that will appear in your booth through a browser by accessing My Booth in the virtual event hub. When the event opens, attendees will access your booth through the attendee app. Then, you'll also need to log in to the attendee app to capture lead information.

In this article, you'll learn how to access your booth to edit and set up your booth details, learn what will show in the app, how attendees can interact, how you capture lead information, and more.


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 products, add other exhibitor admins and lead retrievers, and access all the leads generated in your booth. The My Booth tab is accessible even before the event opens.

Notes:

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

  • 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 from the attendee app. Exhibitors may only enter the app when the event opens.


Add Content To Your Booth

The Company Details tab lets you add content to your booth, including descriptions, images, videos, links, and files. Some items in this menu are not applicable in the Attendee App. Below, we will discuss only the items you need to set up for the Attendee App.

The content added in the Company Details tab in My Booth settings will appear in these 3 booth tabs in the app. Products have their dedicated tab in My Booth settings and the expo booth itself.

Click the arrows to expand

Logo

In the attendee app, the logo will appear in the exhibitor section of the landing page.

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

Expo Card Image

The attendee app's expo card image will appear in the expo without the logo, which 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

Booth Name Color and Short Description

The short description appears below the booth name in the expo. You can add up to 160 characters. The booth name and description text color can also be customized.

Social Links

Include links to your social media accounts. These will appear as clickable links at the bottom of every tab in the attendee app.

Documents & Links

Upload files that will be available for your booth visitors to download. You can add the links if the files are uploaded through the cloud, like Dropbox or Google Drive. 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.

Call to Action Button

You should see a Request a Meeting button in the Company Details tab. When an attendee clicks that button, it adds the attendee to your leads list, and the attendee gets a pop-up 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.

Note: the Call to Action button URL will not work in the attendee app.

Exhibitor Description

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

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 can also be used for other purposes.

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

Manage Tab

This allows you to rename the tabs. A tab with no content (e.g., the Offer tab) will not appear in the booth. Note that the Live tab may still appear in the attendee app if configured by the event admin, even if the feature does not work in the app.

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

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. Note that only the first image added will appear in the Attendee App.

You won't be able to sell the products directly from Accelevents, but you can add your checkout page link in the Product Page Link or description 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 with the main objective of collecting attendee or lead information. 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.

The calendar and chat icons beside their names will disappear if these toggles are turned off.


Add Leads / View Lead

Click the Lead tab to add leads or view the leads generated in your booth. You can also add leads through the Attendee App when the event opens.

  • 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, accept, and modify meeting 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. This can be accessed both in the browser and the attendee app. Note that virtual meetings are not available for in-person events. This feature only allows you to manage meetings.


Chat With a Lead

The chat with a lead tab in My Booth will not work for in-person events using the attendee app. None of the features in that tab will work for in-person events.

When the event opens, attendees can enter the booth through the attendee app and send private messages to exhibitors and lead retrievers by clicking the chat icon next to the team member's name.

As an exhibitor, you cannot initiate a conversation with an attendee inside the booth. Attendees will initiate if they are interested.

To check if you've received any private messages in the app, click the chat icon beside your profile (you must be outside your booth), then click the Direct tab to see everyone who has sent you a private message.


Accessing the Attendee App as an Exhibitor

When the event opens, download the app to your mobile. The attendee app is available for iOS and Android users to download.

To log in, click the same Access Booth button in the email you received from Accelevents. This will automatically log you into the app.

If you've lost that email, you can always ask the event admin to resend it. You can also log in directly to the app by following the prompts to create a password or send a magic link.

The attendee app allows you to easily capture lead information through a QR code scan or manually input the information, chat with attendees, and manage meetings with attendees.

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