Managing Your Virtual Exhibitor 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. Your profile contains key details about your organization, such as the description, website links, and social media links. To update the information 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

Add or update the address, contact information, and weblinks. Then add a description and tagline. The description is visible to attendees once they click into your booth, while the tagline only appears in the exhibitor list. 

You can also upload a logo (300 x 300 pixels) and virtual booth banner (1872 x 320 pixels) 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.

3 Add booth staff. 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.

Booth staff will have access to interactive features like exhibitor chat and one-on-one exhibitor meetings after logging in to the Attendee Website. 

4 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.

5 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.

6 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. Keep in mind that attendees can come and go instead of pre-scheduling meetings with you.

7 Share resources with your booth staff. Review the instructions on how to manage a virtual booth during the event.



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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