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.
The Expo area will enable exhibitors to showcase their products and services over live or recorded presentations at the event.
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
You need to create an account on Hopin before accessing the event (see “Exhibitor registration” 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.
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:
1080x1080px, max. 2MB.
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. It’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.
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.
We suggest having someone monitoring your virtual expo booth’s chat throughout the event, as well. If you need to step away, Hopin suggests leaving a comment in the chat saying you’ve stepped away from the booth and will return shortly.
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 you’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
Make sure that you are registered (see “Exhibitor registration”). Once registered, attendees will receive an email from “Celonis < email@example.com >”. The email will give you access to the official Hopin event. Click the “Accept Registration” button to enter the event.
Yes, you can use your smartphone to join the event, however, for better experience we highly suggest using a laptop or a personal computer.
No. Hopin runs in your browser. Hopin recommends Google Chrome or Firefox.
The event chat is for event-wide discussions. It’s accessible on every page of the platform. The stage and booth chats are for discussions during stage presentations or at your booth.
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 recipient’s Attendees tab and on the envelope icon (top right) will let them know they have a new message.
The attendee will receive a direct message letting them know that you’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.
Users can type the @ symbol and a few characters of an attendee’s first name to highlight that person’s name and profile within the chat stream. The mentioned attendee does not receive a notification.
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.