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  • 1.  getting exhibitors setup

    Posted 04-08-2021 16:08
    ok, I know there is a lot of info in here, but I really don't seem to use the right questions or keywords to get at what I am needing...so you fine folks seem to be my best resource!  Again, first timer and just launched a few days ago.  My sponsors/exhibitors (all sponsors are also exhibitors) probably know more about what they COULD be doing than I do.  Does anyone have a standard message to exhibitors about how to get setup, virtual meetings, etc, etc?  I mean it seems like I am re-inventing the wheel at every turn!!
    #Flex-Creating/ManagingEvents
    #Miscellaneous

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    Stephanie Garst
    Executive Director
    US Play Coalition
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  • 2.  RE: getting exhibitors setup

    Cvent Staff
    Posted 04-15-2021 16:01
    Hi Stephanie,

    Are you using Cvent's exhibitor management tool in conjunction with the Virtual Attendee Hub?

    If so, here is a helpful article for you on the backend: Preparing Your Exhibitor Management Portal for Attendee Hub

    And here is a helpful guide you can share with your exhibitors as well: Exhibitor Portal and Virtual Booth Guide

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    Julia Plymack
    Lead Client Success Advisor
    Cvent
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  • 3.  RE: getting exhibitors setup

    Posted 04-16-2021 10:03
    I was an exhibitor for a virtual tradeshow and was so frustrated by the experience with this particular show organizer that I don't know that I will participate with them again, even in person.  My advice, from the exhibitor side (I am with a DMO) is to be as comprehensive as possible while being clear and non-cluttered.  For this particular event a screencast of someone (not a technical computer person) going through all the steps would have been a godsend.  Also, avoid technical words that a user wouldn't understand.

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    Amy Zientek
    Director Of Sales
    Visit Lubbock The Convention and Visitors Bureau
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  • 4.  RE: getting exhibitors setup

    Community MVP
    Posted 04-16-2021 13:58
    Hello Stephanie, 

    I agree with Amy that exhibitors benefit from having instructions etc. However, a giant email gets overwhelming fast, so what we did was create tutorial instructions for specific features, such as creating a recurrent meeting link or retrieve their leads, and we added those as documents on our Cvent event, then linked to those pdf files from the email, so that its a simple bullet-point list with links to the separate instructions. 

    Cheers,

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    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 5.  RE: getting exhibitors setup

    User Group Member
    Posted 10 days ago
    I realize the original post is over a year old, but I am curious to hear about the experiences of those who have a few events under their belts using Attendee Hub and Exhibitor Portal. We are preparing to use both for the first time in March 2023, and I am struggling to find out what our Exhibitors would even want to do on the virtual side of things.

    Like Stephanie, all our Exhibitors are also Sponsors, and they will all have an in-person exhibitor booth over the course of a 2 1/2 day event. Our event is hybrid, but we expect 3/4 of attendees to be in-person and 1/4 to be virtual only. We are imagining that our in-person booth reps will also be the ones interacting with virtual attendees, but perhaps that is incorrect. I think it would be difficult for them to manage both because the agenda for both options is essentially the same. It seems they would have more success and ROI in speaking directly with in-person attendees than with the virtual audience.

    What kind of feedback are you all getting from your exhibitors after the event? Have you hosted hybrid events and found that you needed to change the way you set things up in order to appease your exhibitors - were there things they wanted/expected that are different from a virtual only event? And, finally, did you allow your exhibitors to access the sessions at your event, in the same way attendees did? I don't know if exhibitors would find this useful, but I assume we could set it up this way, and then Exhibitors to hear questions being asked, participate in the discussion forum and chat with virtual attendees. 

    Hoping to get more answers as we moved forward with implementation and configuration, but I am just really interested to hear how Exhibitors responded to the tools and opportunities they were given. 

    Thanks!


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    Jennifer Bower
    WSIPC
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