Exhibitors

Pre-event

1. Purchase exhibitors product

Please contact the sales team or your Account Manager if you want to contract this product.

2. Activate product

Once you have contracted the product, log into your platform and activate it within a specific event.

To activate the product, you can go to the EVENT DASHBOARD and select Activate or directly click on the product EXHIBITORS from the left-hand side menu.

3. Create different types of exhibitor stands

‌All exhibiting companies that you add within the Exhibitors product should be assigned a stand type. When creating a stand type, you may add specific instructions and define limits to the number of staff members that can be added per exhibiting company and the maximum number of 1-2-1 meetings each staff member can have (if you have contracted the 1-2-1 Meeting Scheduler as well).

‌4. Establish exhibitor categories

You may create groups first and later on create subcategories. These can be used to filter exhibitors within other EventsCase products such as the event app, the website and the 1-2-1 meeting scheduler.

5. Create a registration form for exhibitors

You can create a registration form for your exhibitors within this section. If you add at least one field below, a popup window containing the form will have to be completed by the stand owner the first time he/she accesses the exhibitor's portal (My Stand). Responses to the registration form can be modified at a later time. Using the following buttons, you can add question/text, download results of the responses of your exhibitors and view analytics.

You can choose between the following type of questions:

• Short text area: for open-ended questions (responses limited to 250 words).

• Long text area: for open-ended questions (responses with no limit to word count).

• Checkbox: a tick box.

• Choose from a list: for multiple-choice questions; only one answer allowed.

• Question Title: plain text. Can be used to separate the registration form into different sections.

• File: allows attendees to upload any file format to the registration form.

• Score 1 - 10: used to score a variable on a scale of 1 to 10.

• Score 1 - 5: used to score a variable on a scale of 1 to 5.

• Score 0 - 10: used to score a variable on a scale of 0 to 10.

• Date: used for date responses.

• Number: used for number responses.

• Phone number: used for phone number responses.

• Time: used for time responses.

• Explanation text: plain text. Can be used to insert text in any part of the registration form.

6. Add exhibitors

When you create a new exhibitor, you will need to assign an 'owner' to the stand. This person will receive an email and will have access to the exhibitor’s portal (My Stand) to edit all of the information associated with their stand. Owners will also be able to add other staff members and give them access to the same portal and 1-2-1 meeting scheduler.

Remember to assign a stand type to each exhibitor.

Adding exhibitors can be done:

• One by one

You would need to specify the exhibiting company name, the email address of the person responsible for the stand (stand owner), the stand type and the ID of the stand (optional).

• In bulk by uploading a CSV file.

Please use the template provided by clicking on Import CSV.

Note that if you import a CSV file, that will trigger the following automatic email: Email sent to the stand main administrator (client) when the stand is created in order to access the exhibitors' area. This is the email that will be received by the stand owner (email of the person responsible for the stand) of each exhibiting company.

7. Synchronise the 1-2-1 product if activated

Within this tab, you would be able to sync both the Exhibitors product with the 1-2-1 Meeting Scheduler (if also contracted). By activating the first option which is Synchronise the automatic creation and booking of tables within the 1-2-1, attendees who are using the meeting scheduler will be able to see the exhibitor list when trying to schedule meetings.

The second checkbox Synchronise restrictions on the number of 1-2-1 meetings associated with each Stand Type would limit the maximum number of meetings all staff members have (within each exhibiting company) based on the limit you have configured within their assigned stand type.

BEST PRACTICES

• Ask the exhibitors to update their information such as the company logo, description, etc.

• Remind exhibitors to upload downloadable files (brochures, presentations, etc.) which can be accessed by website or app users.

• If possible, use the exhibitors product in conjunction with the 1-2-1 meeting scheduler since this would make the process of booking online meetings with exhibitors more intuitive.