What to expect on the day of your virtual event!
Now that you've set up your virtual booth, you should be ready to go for the day of the event. At some point, you should receive an email with login information to the virtual event. If you have not received this email, please contact the event organizer.
Once logged in, you will be taken to the virtual event. Navigate to the Sponsor tab to see a gallery of all the virtual booths (note that this sidebar tab may be named differently for your event!).
Click on your booth to see all of the information and resources that have been uploaded:
Note: Exhibitors will not see the content meant for Attendees in their own Booth, like the Connect button or the welcome message in the chat box.
Make sure you are able to see the tab that says "Leads". This means you are set up as a Booth Staff member for the booth. If you are not seeing this on your own booth, please contact the event organizer.
Using the chat
During the event, attendees will be able to navigate to your booth and send messages. When they reach out, they will be auto-assigned to one of the Booth Staff members in your booth, and their message will be placed directly in your inbox. A quick look at what the attendee view of your booth is before chatting:
And after chatting:
When attendees send a chat through your booth, you will receive basic details about them (like their name) on your lead report. If you would like to continue the conversation after the event, be sure to prompt them to click on "Drop Business Card" to receive additional contact information (as determined by the event organizer).
Back in your view, you'll see that this gave you a message notification. Click on the message bubble in the upper right-hand corner to be taken to your inbox:
Starting a video call
Here, you can continue the conversation, and click on the "Camera" icon in the upper right-hand corner of the chat to initiate a one-to-one video call.
Keeping tracks of Leads
Back in the booth, you can keep track of all of your leads by clicking on the Leads tab:
You'll see the leads here broken up into stages for Inquiries (chats), Connections (dropped business card) and meetings (for scheduled meetings). You will also see a total unique visitor count in the upper right-hand corner. On this page, you can use the Assignee column to reassign any leads to a different staff member in your booth, this will let another staff member continue the conversation where you left off.
Need to step away from the booth? Click on the Staff tab to toggle off Auto-Assign and prevent any new inquiries from being automatically assigned to you. Simply toggle this back on when you're ready to come back.
Lastly, depending on the event configuration, attendees may be able to book meetings directly on your calendar. You can monitor these and block off periods you are unavailable by clicking on the calendar icon in the upper right-hand corner of the screen:
Choose "Exhibitor Schedule" from the dropdown, and hover over the time slots to block off any periods you are unavailable.
Best of luck at your event!
Feel free to reach out to us at firstname.lastname@example.org in case you have questions or need assistance.