Using the Exhibitor Portal

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As an Exhibitor Admin, you’ll play an integral part in your organization’s lead gathering. The first thing you’ll need to do is register your organization and booth staff. These are the members of your team that will be on the front lines, representing your organization at the event and scanning potential leads. The instructions below will show you how to access the Exhibitor Portal, add your dream team, and export the leads they collect.

1 Access the Exhibitor Portal. If you have already pre-purchased licenses, locate the LeadCapture invitation in your inbox, and click Get Started. Create a password and click Log In
. Then skip to step 3.

If you have not pre-purchased licenses, contact your planner to obtain your order site URL. The custom link will allow you to create an account for purchasing licenses, assigning booth staff, and exporting leads.

Log in to your account and complete the sign-in process by entering your email address, a new password, and your organization's name. The site will redirect you to the LeadCapture Welcome Page.

2 Purchase your licenses, if necessary. Click Buy licenses. Next, select your desired license type. App Licenses require your booth staff to download the LeadCapture app on their own device in order to scan leads. Device Rental Licenses include the scanning devices, which we ship to the site, ready to go.

Click the plus sign (+) in the Add to cart field to increase the quantity of how many devices you want to purchase.

 
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Once you've made your selections, click Go to checkout to complete the transaction.

3 Add your staff. From your event's home page, click Find Onsite Staff.

 
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In order to add someone as onsite staff, they need to be registered for the event as an attendee. Search for your team, check the box next to their names, and click Import Selected.
 
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4 Assign licenses. Your staff won't have access to the LeadCapture app until you assign them a license. To do so, click Licenses from the left-hand navigation. All of your license codes will be listed.
 
NOTE: App Licenses require your onsite staff to download the LeadCapture app on their own device in order to scan leads. The Device Rental Licenses include the scanning devices, which we ship to the event, ready to go.

Click Options next to one of your unassigned license codes, then Assign License.
 
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Click the circle next to name of the person you want to assign the license to, then Assign. They'll receive an email with their access code to log in to the LeadCapture app.
 
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5 Create questions for your onsite staff to answer while collecting leads. From the left-hand navigation, click Lead Collection. The Leads Collected tab opens by default. Click the neighboring tab, Lead Qualification Questions. Then build out your questions.

6 Manage and complete assigned tasks. The planner of the event you're attending may have assigned you tasks to complete prior to attending the event. From the left-hand navigation, click Tasks.

A list of your assigned tasks will appear. Click View next to the task you want to manage.

 
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Any attachments or links that the planner has provided will appear here. If the planner has required you to upload an attachment, click Upload files, browse for the file on your computer, then click Upload.

When you've finished the task, click Mark task complete.

 

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Repeat these steps for each task that you're assigned.

7 Add content, if necessary. If the event planner has given you access, add content to your profile to help attendees learn more about your organization. From the left-hand navigation, click Exhibitor Profile.

The Profile tab opens by default. Click the neighboring tab, Content. Then click Add content.

Add Content
 
From the dropdown that appears, you'll choose if you want to add documents, create links, or upload videos.

To add a document, click Add documents. Then click Upload files. Files must be less than 20MB and in one of these formats: .doc, .docx, .gif, .jpg, .jpeg, .pdf, .png, .ppt, .pptx, .txt, .xls, .xlsx.

Click Drop files or browse, search for the file on your computer, then double-click to select it. Click Upload. Change the display text, if desired.

Upload Files


Repeat these steps if you want to add more documents.
 
NOTE: Up to 50 documents can be added to your exhibitor profile.
When you're done, click Save. Registrants can now view and download the documents from your virtual booth on the Attendee Website.

To create a link, click Create links. Enter the website URL, then add display text.

Add Link
To add more links, click Add link, then repeat these steps.
 
NOTE: Up to 50 links can be added to your exhibitor profile.
When you're done, click Save. Registrants can now access the links from your virtual booth on the Attendee Website.
 
To upload a video, click Upload videos. Then click Upload file. Videos must be less than 5GB and in .mov or .mp4 format.

Search for the video file on your computer, then double-click to select it. Enter a title for your video.

Upload a custom thumbnail, if desired. Otherwise, the middle frame from the video will be used as the thumbnail image by default.

If you want the video to appear at the top of your profile within Attendee Hub, toggle "Featured Video" to green.
 
Exhibitor Video Details

When you're done, click Upload. You'll see a loading status indicator before being automatically redirected to the Content tab. A "Processing video..." message will appear above your video.

The processing time will depend on the length of the video, though you can safely navigate away from this page in the meantime.

Processing Video

When the video is ready, the "Processing video..." message will no longer appear. Registrants can now watch the video from your virtual booth on the Attendee Website.
 
NOTE: Up to 25 videos can be added to your exhibitor profile.
Repeat these steps if you want to add more videos.

8 Capture leads. To scan leads, instruct your onsite staff to download the Cvent LeadCapture app from the Apple App Store or Google Play Store.

Have them open the app, then enter their access code and tap Next, then Yes, Activate Device.

Tap Add Lead and scan the lead's QR code.
 
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If necessary, tap Qualify Lead. Enter any qualifying questions, then tap Save.
 
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9 Delete a lead, if necessary. If you accidentally scanned a lead that you no longer want to appear in reports, you can delete the lead in the Exhibitor Portal. From the left-hand navigation, click Lead Collection. Click the arrow to the right of the lead you want to delete, click Delete, then click Delete lead.
 
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10 Export your leads. Once the event is over, follow these steps to export your leads to an Excel file.
 
NOTE: If you hosted a virtual booth, you can also follow these steps to export your organization's engagement metrics, if the event planner has made them available.

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