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Exhibitor How To Guide

This page is your guide on how to successfully manage your virtual booth at our event!

We have chosen Hopin as our event platform. Before you proceed, please have a quick look at the areas and features of Hopin here.


Virtual EXPO Guide

The Expo area will enable exhibitors to showcase their products and services over live or recorded presentations at the event.

Exhibitor registration (use ticket type โ€œSponsor Accessโ€)

DACH I 5th Oct North America I 6th Oct North America I 7th Oct Iberia / Latin America I 7th Oct Japan I 12th Oct North Europe I 12th Oct UK & Ireland I 13th Oct France I 14th Oct

Exhibitors in the Expo area can:

  • Present live with up to 10 speakers (You can go "live" at any given point in time, you only need to toggle from the fall back video to your live session. It's best to go live during breaks and/or when you see a number of visitors in the booth) and you can share a powerpoint presentation if needed. Screen sharing takes one speaker seat.

  • Share recorded videos using YouTube, Vimeo and Wistia

  • Share slides using Google Slides

  • Chat to booth visitors

  • Answer live questions

  • Share links of downloadable files using the additional information field

The features of the expo area


Step1. Register yourself as an exhibitor.

You need to create an account on Hopin before accessing the event (see โ€œExhibitor registrationโ€ above). You can sign up through a Google account, LinkedIn, or with any email address. You can have as many booth staff as you wish registered for the event.

Please ensure that your booth staff is registered and kindly share the contact details of the person who will be setting up and managing the booth before 1st September 2021. The Booth Managers will receive an email sent by Hopin that will give them access to the back-end of the virtual booth.

Step2. Setting up your booth.

Schedule your one on one training here.

Once you, as a Booth Manager, log into the Hopin platform you will be able to add the below to your virtual booth:

  • Company logo

    • 1080x1080px, max. 2MB.

  • Booth image

    • Premium booth: 2000x500px (4:1 aspect ratio), max. 2MB

    • Large booth: 1500x750px (2:1 aspect ratio), max. 2MB

    • Medium booth: 1500x1000px (3:2 aspect ratio), max. 2MB

  • Vendor Name - The name of your company.

  • Vendor Headline - Any short text about the company or products, e.g. vendor motto or key message.

  • Vendor Email - The email where all emails from attendees who click the Register Interest button will be delivered.

  • About - A few words to make the booth more descriptive for the event attendees.

  • Content Provider / Fallback provider - There are multiple ways to display content on the booth.

    • Pre-recorded videos. You can place pre-recorded videos from YouTube, Vimeo, or Wistia. Select the Content provider, choose the provider (Youtube, Vimeo, Wistia or Google Slides), and paste the ID from the hyperlink. Click Save.

    • Session. Select Session to have a live chat session with up to 10 attendees who visit your booth

  • Website and Social Media links - You can add links to your website and Social Media profiles.

  • Offer - Use this field to write a special offer for booth visitors. It could be a discount, special access, coupon code, or anything. Itโ€™s optional text, not tied to anything programmatically.

  • Button text - Any short text used as a click to action for the attendees.

  • Button Action - It can be either Register interest (sends attendee emails to the vendor email on click) or Link to website (opens any website or external resource for downloading more content).

  • Additional Information - You can use this field to add customized content to the booth: embedding widgets, videos, hyperlinks, file downloads, or extensive descriptions.

  • Moderators / booth staff - Booth Managers need to assign Moderators on the Expo Booth settings to let them control what attendees will be on or off-screen during a live session. Moderators can toggle the live mode ON or OFF any time.

IMPORTANT: Before your training

Kindly read through the below guides before your scheduled one on one training:

Speaking in or moderating an Expo booth

How to create and use Google Slides for your Expo Booth

Adding videos to the booth


For sponsorship related questions, please contact Gilli Morrison at

For technical questions, please contact the events team at

Step3. Plan your booth activities.

As shared in the above list of features, you can live stream, upload pre-recorded a video or do both, or use Google Slides.

We suggest aligning on answers to the following 3 questions:

1. Live stream, pre-recorded video, or both?

Your virtual expo booth can feature a live stream video chat/screen share or a pre-recorded video. Moderators can also toggle between the two options and, for example, only staff the live video chat during breaks.

2. Call to action?

Your virtual expo booth includes a prominent, clickable button that will either send you the viewer's email address or redirect them to a webpage of your choosing. You get to decide.

3. Add an Event Offer?

Your virtual expo booth includes the option to highlight a special offer.

You can add your company's expo staff as moderators of your Expo booth. Moderators can control which expo participants can go on-screen at any given time. Moderators cannot prohibit viewers from entering the booth and watching the conversation taking place on-screen.

The full agenda for each stop will be shared in due course.

We suggest having someone monitoring your virtual expo boothโ€™s chat throughout the event, as well. If you need to step away, Hopin suggests leaving a comment in the chat saying youโ€™ve stepped away from the booth and will return shortly.

Expo booth tips & tricks

The right sidebar of your expo booth includes three useful features

  • Booth: a panel including your logo, company description, and custom call to action button

  • Chat: an exclusive chat room for viewers of the expo booth

  • Attendees: a list of all people registered for the event. You can use this tab to find the profile of anyone youโ€™ve interacted or connected with. You can also message them directly.

Exhibitors can join the Stage area and watch high-level presentations while keeping the booth open in a separate window. This way, you can monitor the booth chat and the number of viewers visiting the booth.

Exhibitors can also join the chat of Event and Stage areas to guide attendees to their booth.

Exhibitors are encouraged to invite attendees for one on one meetings by clicking on the Attendees tab and sending private messages or video chat


How do I access the event?

Make sure that you are registered (see โ€œExhibitor registrationโ€). Once registered, attendees will receive an email from โ€œCelonis < >โ€. The email will give you access to the official Hopin event. Click the โ€œAccept Registrationโ€ button to enter the event.

Can I join the event using a smartphone?

Yes, you can use your smartphone to join the event, however, for better experience we highly suggest using a laptop or a personal computer.

Do I have to download a special software to run Hopin?

No. Hopin runs in your browser. Hopin recommends Google Chrome or Firefox.

Whatโ€™s the difference between the Event, and Stage chat?

The event chat is for event-wide discussions. Itโ€™s accessible on every page of the platform. The stage and booth chats are for discussions during stage presentations or at your booth.

What happens when I send an attendee a direct message?

Attendees can message each other through direct messages. To send a DM, find the person you wish to chat with in the Attendees tab, click their profile photo and send the message. A red dot in the recipientโ€™s Attendees tab and on the envelope icon (top right) will let them know they have a new message.

What happens when I send an attendee a direct message?

The attendee will receive a direct message letting them know that youโ€™ve invited them to a video call. You will both receive a link to a private session room within Hopin. The room will allow up to five people to share their webcam.

What happens when I @ mention someone in the public event chat channels?

Users can type the @ symbol and a few characters of an attendeeโ€™s first name to highlight that personโ€™s name and profile within the chat stream. The mentioned attendee does not receive a notification.

How to contact the event organizers for the day-of support

If you are experiencing any technical issues, please send us a DM by using @Event Team and someone from the team will reach out to help.