👋 Getting Started as an Exhibitor
We’ve moved! This knowledge base is no longer updated as of 4th February 2021. Please make sure to use our new training & support centre which includes the most up-to-date knowledge base with new layout, features, guides and support. See our update.
If you are an exhibitor or sponsor, please take your time to read through this pack in full as it will give you valuable information on booth designs as well as hints and tips on getting the most out of your booth space.
If you have any non-technical questions please refer them to your event host.
Branded exhibition booths - what you need to know and do
These are usually included in exhibitions, tradeshows and careers fairs. The minimum we require to get a booth build underway is to receive your booth artwork to a Dropbox folder which your event host/organiser will liaise with you on.
Visit the process and timescales section to learn more about what and when you can expect from us.
An example of a corporate booth style
If you are from education sector
This style usually features in university environments, faculty/course/subject areas, e-learning & training platforms and corporate hubs. These collections of booths are usually coordinated by a team within an organisation and are created during the platform build.
You will be able to upload your booth artwork directly to your booth in the Admin Area > Update Content > Booth - General > Images.
An example of education booth style
Booth area orientation
This process is usually coordinated by the event host, which iVent will then conduct about a week out from the event. After your booth has been designed and added to the event environment, you and/or the assigned administrator(s) of the booth will be given access to the booth admin area, in order to populate it with documents and videos etc.
Our knowledge base provides all you need to know about managing content on your booth as well as the chat function. All booth administrators will need to be present at the orientation session. The session is recorded for future reference.
When uploading booth content you will see small black question marks next to each field. These provide tips and advice on the function of that field and what to enter into it.
What's included in my booth?
The sample booth below illustrates all of the functionality that can be displayed on the panel to the right of your booth graphic. You are able to engage with visitors using the live chat, provide them with documentation to collect or download, host more intimate meetings, share video content, answer FAQs, embed social media feeds, post up jobs and even have face-to-face video chat conversations and conferences.
Notice: not all functionality will be automatically included within your booth package (please refer to your contract or speak to your event host for details).
An example of booth functionality
Most commonly used icons that can appear on a booth. These icons will only display when there is content added to respective admin area field. Icons can be re-ordered depending on how you would like them to appear.
Process and timescales
An infographic that outlines our process for building exhibitor booths
Just so we are on the same page, we have outlined our timescales and a process detailing what and when you should expect things to be ready for you. You will be working directly with your event host not with us (iVent).
Make sure you’ve had a look at our process below that outlines how your exhibitor booths will be built and managed our side at iVent.
Your host will be provided with a link to a Google shared document. They will need to upload your booth information into this spreadsheet. Please ensure all information is provided to your host e.g. your company name, the name of the booth, the booth style you have chosen and your company website link. Your host will make you aware of the deadline for submitting this information.
Your host will give you a Dropbox folder location through which to submit any artwork for your booth. Here is an article which provides you with all the key information relating to booth design including dimensions. You must submit your artwork to your host first, who will then supply that to us.
The design you supply for your booth will be uploaded directly to your booth in the event. You may have access to the booth when it is built but artwork may not yet have been received. In this case we will put a booth under construction image in place until the design is received.
Key timescales and information for you to know
Your booth will be built within 5 working days of being added to the google shared document by your host.
Your booth design will be applied within 5 working days of receipt of the artwork from your host.
Artwork received will be applied directly to your booth.
You must ensure you send all the required information in to your host within the requested deadline otherwise there is a risk your booth cannot be included.
If no booth design has been received, your company logo will be applied 1 week prior to the live event date.
Live chat
As an event host or booth administrator you can turn your booth chat on or off as required. You may need to clear the chat history from the booths before another event starts. Turning your live chat on will display the online status on your booth, users clicking on this will automatically get placed in the live chat area. Turning the live chat off will display the offline status. Users can then send you an email, message you via the contact form, be sent out to a webpage via a link, or see the wall activated. You may select your preferred contact method for when offline.
Tip: Make sure to check out our setup guide for exhibitors to discover the key areas you would want to learn about.
Support
The iVent team will be on hand to offer support during the design and build process as well as during the live event. Any technical questions you have or are asked can be directed to the team here, however, please always consult our knowledge base first.
Our knowledge base is also accessible throughout the event in the cog wheel under Help & Support. Your visitors will have the knowledge base available in the same place throughout the event.
In case of urgent technical issues you can reach us through a dedicated support portal. Please refer to your contract for details of our SLAs.
Find out how to assign your exhibitors as booth admins here.