Preparing Your Exhibitor Management Portal for Attendee Hub

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If you're using Attendee Hub, take advantage of Exhibitor Management features within the Attendee Website and Event App. Follow these steps in the Exhibitor Management Portal to allow your exhibitors to spotlight their organization and interact with attendees.
 
NOTE: You'll still need to prepare your Flex event and Appointments event for Attendee Hub separately.
Configuring Exhibitor Virtual Booths

1 Add sponsored sessions, if applicable. Follow these instructions to add sponsored sessions to your event. Within the All Sessions tab of the Attendee Website, sponsored sessions will be marked with a "Sponsored by" message that includes the exhibitor's name and logo. Attendees will also see a list of the sessions an exhibitor is sponsoring while viewing the exhibitor's profile on the Attendee Website.

Exhibitors can view their sponsored sessions when they log into their portal, and export leads from session participants, if you've allowed them to access this information.

2 Add sponsor lists, if necessary. If you have different levels of sponsorship in your event, add sponsorship levels and assign exhibitors to the correct level.


Next, specify which organizations will only appear on the sponsors list in the Attendee Website. From the navigation menu at the top, click Exhibitors, then click on the name of an exhibitor who should only be listed as a sponsor. Click Options in the top-right, then Edit exhibitor. Under Exhibitor Statuses, toggle "Hide in Attendee Hub's Exhibitor List" to green.

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Click Save.
 
NOTE: Have a lot of sponsors? You can also set "Hide in Attendee Hub's Exhibitor List" to "Yes" in an exhibitor import file.

3 Set your inbound lead settings. By enabling inbound leads, attendees can send direct messages to any exhibitor using the "Contact Us" button found on their profile on the Attendee Website and Event App

To do so, click the Exhibitor Settings tab. In the LeadCapture and Sponsored Sessions Settings section, toggle "Inbound Leads" to green.
 
Inbound Leads  
Click Select exhibitors. Check the "Select all" box to enable inbound leads for all exhibitors, or check the boxes next to the individual exhibitors who should have this feature enabled. Click Save.
 
Exhibitor Assignment
 
Go back to the LeadCapture and Sponsored Sessions Settings section.

Under Collection Fields, select which attendee contact fields will be shared with exhibitors when they export their leads
 
Collection Fields
 
NOTE: In the Lead Origin column of the export, leads will be marked as "Inbound" if they originated from the "Contact Us" button on the exhibitor's profile. Additionally, any messages an attendee sent will be found in the Notes column.
 
When you're done, click Save changes.

4 Assign featured exhibitors. Follow these instructions to add featured exhibitors within your event. They'll appear on the Home page of your
Attendee Website and Event App.

5 Add exhibitor content. To help attendees learn more about an organization, add content to exhibitor profiles, or allow exhibitors to add their own. Attendees can view and download documents and access links from an exhibitor's profile on the Attendee Website and Event App, and watch videos from an exhibitor's profile on the Attendee Website.


6 Display custom fields as exhibitor filters, if applicable. If you're using custom exhibitor fields, you can choose to display specific fields as exhibitor filter options within your Attendee Website and Event App. They'll appear in the "More filters" menu at the top of the Exhibitors list.

7 Decide if exhibitors should have access to engagement metrics. 
You can allow exhibitors to access their organization's engagement metrics from the Exhibitor Portal, if desired. If you choose to do so, share these instructions for viewing and exporting the metrics with your exhibitors. 

 
NOTE: If you are allowing attendees to opt-out of sharing with exhibitors, the names of opted-out attendees will be excluded from the session participants list. However, the number of attendees will reflect both opted-in and opted-out attendees. 
8 Decide if attendees need to opt-in to sharing with exhibitors. If you would like to allow attendees to opt-out of sharing information with exhibitors, configure Attendee Opt-In. Once configured, only attendees who actively opt to share their information with exhibitors will appear in exhibitors' engagement metrics.

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9 Check your booth staff registration setup, if applicable. Make sure the booth staff have the option to add a profile image to their virtual booth profiles, if desired. Follow these instructions to add the Profile Image field to the booth staff registration process, or you can update individual staff members' contact records with a profile image one-off.
 
NOTE: Exhibitor Admins do not have access to update their booth staff's profile images from the Exhibitor Portal.


Enabling Interactive Features
 
After you've configured virtual booth settings, you can allow attendees to interact directly with exhibitors. Add an open chat room in each exhibitor booth, and choose to either configure one meeting room for each 
exhibitor organization, or allow attendees to meet one on one with booth staff. Virtual meeting rooms and one on one meetings cannot be configured simultaneously.

Add exhibitor chat, if desired. By enabling exhibitor chat, booth staff and attendees can have a text-based conversation with each other on the exhibitor's page during the event.

To do so, click the Exhibitor Settings tab. In the Exhibitor Chat section, toggle "Turn on Exhibitor Chat" to green.

 
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Click Select exhibitorsCheck the "Select all" box to enable exhibitor chat for all exhibitors, or check the boxes next to the individual exhibitors who should have this feature enabled. 
 
Click SaveKeep in mind that exhibitor chat may take up to 15 minutes to appear within the exhibitor virtual booths.
 
NOTE: Exhibitor booth staff and attendees can access exhibitor chat during the event dates and pre-determined virtual booth hours. If no booth hours are set, chat will be available 24 hours prior to the event start time until the event ends. 

2 Add one on one exhibitor meetings. If you're using Cvent Video Conferencing, you can allow attendees to meet one-on-one with exhibitor booth staff. To do so, click the Exhibitor Settings tab. In the Cvent Video Conferencing section, toggle "Allow exhibitors to set up virtual meetings with attendees" to green.
 
NOTE: You can add either one on one meetings or virtual meeting rooms to your event, but not both.

Click Select exhibitors. Check the "Select all" box to enable one on one meetings for all exhibitors, or check the boxes next to the individual exhibitors who should have this feature enabled. Click Save.
 
Exhibitor Assignment
 
NOTE: One on one meetings are accessible within the pre-determined virtual booth hours. During that timeframe, booth staff can check in and out to share their availability and attendees can request meetings. If no booth hours are set, booth staff can check in at any time. 
  
Or, add virtual meeting rooms. Add a meeting room for exhibitors and attendees to meet throughout the event. If you are using Cvent Video Conferencing, your Cvent Account Team will set up the virtual meeting room URLs for your exhibitors. This will allow attendees to join a virtual meeting with exhibitor representatives and other attendees from exhibitor booths on the Attendee Website.

Once you've received confirmation that the setup is complete, you can direct your exhibitors to log in to the Exhibitor Portal to find their unique Virtual Meeting URL and Virtual Host Key. Remind exhibitors to use the Virtual Host Key to access their virtual meeting. 
NOTE: Virtual meeting rooms are accessible within the pre-determined virtual booth hours. During that timeframe, attendees will see a button prompting them to Join Meeting Room. If no booth hours are set, the button will always be visible. 

 3 Add your own virtual conferencing, if applicable. If you're not using Cvent Video Conferencing and want to include virtual meeting rooms in your event, your exhibitors can provide their own links for virtual meetings and virtual appointments, or you can provide the links for them. No matter who is providing the links for virtual meetings, you'll still need to add them to the exhibitor's profile on their behalf. 

While adding exhibitors to your event, fill in the "Virtual Meeting URL" field with the meeting link provided by the exhibitor or your organization. In the "Virtual Host Key" field, enter the URL the booth staff will use to claim the host role within the virtual meeting. This link must be provided by whoever scheduled the virtual meeting. Remind exhibitors to use the Virtual Host Key to access their virtual meeting.

If exhibitors will host virtual appointments, direct them to log in to the Exhibitor Portal and add a separate meeting link in the "Event/Booth Location" field. Or, fill in this field yourself to provide links for them. Remind exhibitors to join the appointment from the accompanying Host URL for the meeting. This link must be provided separately by whoever scheduled the virtual meeting.
NOTE: If the exhibitor doesn't have access to the Host URL for their appointments, whoever created the meeting should ensure the ability for attendees to join before the host has been enabled within the third-party meeting tool.
 
4 Set exhibit hours. Decide whether virtual meeting rooms, one on one meetings, and chat should remain open 24/7 or have specified daily hours. 

To do so, click the Exhibitor Settings tab. In the Virtual Booth Hours section, toggle "Turn on virtual booth hours" to green. Set a start time and end time to apply to every day of your event. The times you select correspond to the event time zone.
 
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Click Save changes.

Now that you've prepared your Exhibitor Management Portal for Attendee Hub, follow these instructions to prepare your Appointments event.

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