Managing Your Exhibitor Virtual Booth

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As an exhibitor hosting a virtual booth, you'll have the opportunity to interact with attendees like you would at a traditional in-person event. But instead of conversations taking place face-to-face, they'll happen online instead. Review these instructions to learn how to update the information displayed in your virtual booth, open your organization's virtual meeting to attendees, and export leads post-event.

Main Image

Before the Event

1 Access the Exhibitor Portal. You may have already received a welcome email inviting you to log in to the Exhibitor Portal. If not, contact the event planner to get a new invitation.

Click the Log In button in the email. Complete the setup by creating a password for your account, then click Join.

 
Create Account Password

Once you've set your password, use https://onsite.cvent.com/exhibitor/#/login for any future logins.

2 Update your profile. Within the Exhibitor Portal, click Exhibitor Profile in the left-hand navigation.

The Profile tab opens by default. Click Options in the top-right, then Edit profile.

 
Edit Profile

Review the information included in your profile, and add more details or make updates as needed. You can also upload a logo and virtual booth banner for your organization. When you're finished, click Save.

If you want videos, documents, or links to be available to attendees within your virtual booth, follow these steps to add your content.

You can also add booth staff, whose names, titles, and profile images will be displayed within your virtual booth. These details are pulled from the information collected during registration. 
Didn't see the option to add a profile image? Reach out to the Event Planner to get it added.
 
NOTE: Profile images should not exceed 10 MB, with recommended dimensions of 300 x 300 pixels.

3 Download Zoom. Prior to the event, download the Zoom Client for Meetings on the device you will be using to host your virtual meeting. This ensures you have access to additional meeting controls that are not available within the browser version of Zoom.

4 Get familiar with meeting controls. To learn more about the features and controls available within a Zoom meeting, watch Zoom's Meeting Controls Overview video.

5 Develop a game plan. Work with your team to develop a "day-of" strategy for dazzling attendees with your knowledge and expertise. Depending on your organization's virtual meeting goals, using breakout rooms may help you achieve them. This feature allows you to break participants out into different rooms within the overall meeting.

For example, you may consider having the booth admin (the virtual meeting host) create breakout rooms and assign visitors to them as they join. You could have two staff members per breakout room, one to drive the conversation and one to answer questions using the in-meeting chat.

Additionally, make sure to consider your staffing needs. Review the event schedule to predict when booth traffic will be at its highest.



During the Event

1 Start your virtual meeting. Login to the Exhibitor Portal. Click Exhibitor Profile in the left-hand navigation. 

Scroll down to the Virtual Meeting URL section. Copy the link that appears and share it with the booth staff who will be joining the virtual meeting.

 
Virtual Meeting URL

Back in the Exhibitor Portal, locate the Virtual Host Key section. Click this link to start the virtual meeting when you're ready. This will open the meeting and allow booth staff and event attendees to start joining.

Virtual Host Key

2 Add your organization's branding. To add your organization's logo to the virtual meeting host profile within Zoom, click Participants at the bottom of the screen. Hover over the Host profile on the list and click More, then Add Profile Picture.

You can also add a company-branded virtual background, if desired.

3 Assign booth staff as meeting co-hosts. Once your booth staff have joined the meeting, assign them as co-hosts to ensure they have access to additional meeting features.

4 Get your content ready to share. In preparation for attendees joining the virtual meeting, have any relevant collateral or presentations ready to share. Keep in mind you can also direct attendees to access documents and links within the Exhibitor Content section of your virtual booth, if you've added them.



After the Event

1 Export your leads. After the event, follow these instructions to export your leads.

2 Review inbound lead messages, if applicable. If your organization has access to inbound leads, attendees could send a direct message to your organization by clicking the "Contact us" button within your virtual booth. Review these messages in the "Lead Comment" column of the file you exported in the previous step.


3 Export your engagement metrics, if available. If the event planner has made attendee engagement metrics available, follow these instructions to view and export them for your organization.
 

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