✅ 7: Expo Tutorial

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The Expo area of Hopin is the exhibitor hall of digital Expo booths at your event. For organizers, an Expo area is a huge asset to your event.

Attendees can visit your Expo area and learn about relevant products and resources from your Exhibitors and sponsors.

The Expo area is great for all kinds of exhibitions, such as trade shows or fairs, where event-goers can “walk-around” to visit the booths that interest them, interact with the Exhibitors, and take action.

Each booth at your event can contain pre-recorded or live video, branded content, Website and Twitter links, special offers, salespeople on live camera, and customized button CTAs.

Organizers create booths at the event and if an Exhibitor wants a change to their booth, they’ll have to ask the organizer to apply the changes.

How to create a booth

To create an Expo booth, follow these steps:

  • Sign in to your Hopin account, go to your Organization, and choose your event.

  • On the event Dashboard, go to Venue >Expo tab on the left-hand menu.

  • Click Add Booth to start filling in the booth details.

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Building a Expo booth

In the Add Booth screen, you’ll see the following fields. Here’s what they mean and how they work:

  • Exhibitor Name

    The name of the company, product, idea, or content. For example, an Exhibitor name could be “Acme Co” or “Sign up list.” It’s up to you and your use case.

    Exhibitor Email

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

    Exhibitor Headline

    Any short text about the Exhibitor, e.g. Exhibitor motto or key message.

    Priority

    Numbers 1-1000 will regulate the way booths are ordered top to bottom on the Expo page. 1 is the first booth to be displayed and 1000 is the last one.

    Booth size

    The size reflects the importance of an Expo Booth at the event. Mini, small, medium or large - we get you covered for multiple sponsor tiers scenario.

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    Note: When you have created booths of the same size and have assigned the same priority number, the system will order the booths chronologically in the order they were created (as opposed to alphabetically). That means the booths created first would appear first. 

    Lead Retrieval License (Hybrid Only)

    If you are hosting a Hybrid Event you will be able to assign Lead Retrieval Credits to your Expo Booth Exhibitors to allow them to track and collect leads at your event. Check out this article for more info (Advanced plans only).

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    Live Preview (Desktop)

    Real-time preview for the Expo Booth size Background image and Logo. Make sure to have the Background and Logo image content centre-aligned to fit multiple screen sizes.

    Tip: Check our guide on Image dimensions to make sure your images fit just right across the event. When you add your image it may appear stretched in the preview but, as long as you use the correct image dimensions, it will display fine on the actual event. 

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    About

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

    Tags

    Labels or filters to sort booths by categories and help attendees to quickly navigate through multiple booths during the event.

  • Content Provider

    There are multiple ways to display content on the Expo.

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    Note: If you are sharing a video, be sure to check the privacy settings to ensure your audience can view it during your Event. 

    Pre-recorded videos

    You can place pre-recorded videos from YouTube, Vimeo, or Wistia on the Expo. Select the Content provider, choose the provider, and paste the video ID from the hyperlink. Click Save.

    Note: The Stream identifier field is for the ID only, NOT the entire URL. If the entire URL is used, or the timecodes are added to the link (e.g. LXb3EKWsInQ&t=26) an error will occur.

    E.g. for the YouTube URL https://www.youtube.com/watch?v=LXb3EKWsInQ please use only LXb3EKWsInQ -- the part after the “=” symbol.

    YouTube playlist

    Adding a YouTube playlist will let attendees select which video(s) they want to watch.

    Note: The playlist link must include https://www.youtube.com/playlist?list=

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    You can find the link by clicking the Playlist name at the bottom right corner of the YouTube window.

    YouTube Live Stream video

    Go Live with your camera or via RTMP on YouTube Studio, then send the stream to your Expo Booth on Hopin.

    Session

    Select Session to have a live chat session with up to 10 attendees who visit your Expo Booth, while also being able to switch to a pre-recorded video by setting up a fallback provider.

    Organizers need to assign Booth Exhibitors as Moderators on the Expo Booth settings to allow the Exhibitors to manage which attendees will be on or off-screen during a live session.

    Note: Anyone who needs to be added as a Moderator must complete event registration beforehand. 

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    Tip: double-click on the video area to expand the Speaker or Screenshare view while on a Session.

    Fallback provider (when Session is selected)

    Once the Booth content provider is set to Session the Fallback provider option will become available.

    image6.pngA fallback provider can be set when you want to display a pre-prepared slideshow or video when there is no one is live in your Booth. You can use a video from YouTube, Vimeo, Wistia or Google Slides. 

    Organizers or Moderators can toggle the Fallback provider ON or OFF any time to switch between live video or the fallback provider or your choice.

    Note: this is the only way an Exhibitor can use live videos and pre-prepared content. 

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    Google Slides

    The link to any Slides presentation that is published to the Web.

    Tip: The published Slides link will always start with https://docs.google.com/presentation/d/e/ VS https://docs.google.com/presentation/d/ if not published to the web.

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    Publishing Slides to the web is easy with File > Publish to the web menu on the Slides page.

    Note: Once published, be sure to copy the link that's inside the popup window (not in the Browser address bar at the top of the page). If the presentation is set up on the Slides to auto-advance, it will not translate through in the booth.

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    Note: Mini sized booths will not have a 'Live' icon over them if they are in Session mode. The live tag is only available on large, medium, and small expo booths as long as they are currently in live sessions mode when the user loads the expo page. If they are switched to the fallback provider, they no longer appear as live.

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  • Website link

    The link that will bring to the Exhibitor’s website in case the Button action is set to Link to website.

    Twitter link

    The link to Twitter profile to get in contact with the Exhibitor on social media.

    Facebook link

    The link to Facebook profile to get in contact with the Exhibitor on social media.

    Instagram link

    The link to Instagram profile to get in contact with the Exhibitor on social media.

    Linkedin link

    The link to Linkedin profile to get in contact with the Exhibitor on social media.

  • 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 Exhibitor mail) or Link to website (opens any website or external resource for downloading more content from the Exhibitor).

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    If an Attendee clicks on the Register interest button, you will get an email that looks something like this:

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  • Apps

    When you click the 'Add an app' button, you are redirected to the Hopin App Store. There, you can enable various apps to your event. Check out this article to see which apps you can have in your Expo Booths!

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    Once they are enabled, you can go back to the Expo page of the event dashboard and you will be able to add in the information you need to feature the apps in your event. 

     

    Additional Information Area

    You can add additional information to the booth for your attendees by using the content area. Follow this guide to set that up. 

Expo Chat

Once the event is live, attendees can also chat with the Exhibitor in a dedicated Booth chat.

Tip: Exhibitors can ask Organizers to send a pinned message to the Booth chat with more details about the Exhibitors or any external resources that might be helpful to the attendees.

Note:

  • Please use a third-party screen-recording tool (OBS, Camtasia Studio, etc.) in case you would like to record the Expo Booth and store the recording locally on your computer.

  • The maximum number of Expo booths you can create and run at the same time is unlimited.

  • The maximum number of participants (speakers or screen shares) on the Expo booth set to Session type is 10. The maximum number of attendees who can watch the Expo booth set to Session type is 5,000. For more info on participant and viewer limits in expo booths check out our Max On-Screen and Viewer Limits article.

That’s it! Now you know how to create and adjust the Expo Booth at your online event. 

Feel free to reach out to us at support@hopin.com in case you have questions or need assistance.

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