Preparing a Hopin Consultant for In-person Logistics Services

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This article helps answer the question: Which questions will Hopin’s Consultants ask after signing a contract?

In order to provide you with the best service, we will need you to provide information using one of the following methods:

  1. Fill out this form
  2. Email your Consultant with the below information
  3. Speak with your Consultant and be prepared with the below information

If you are actually looking to view what you need for a quote, please visit Requesting a Quote for Hopin In-person Logistics Services.

Recommended Project Outline

Note: These are only recommended timelines and meetings. Some projects may need to move faster or may not use meetings based on your needs and expectations.

A) BEFORE the Event

  1. 6+ Weeks | 60-minute Project Introduction – Consultant provides an overview of the project expectations and information required to deliver. Please see “Information we need by In-person Logistics Service” if you would like to preview the initial topics of this conversation. IF any pre-branded badges/lanyards are expected, then please prepare the appropriate designs for this meeting.
  2. 4-6 Weeks | 60-minute Logistics Deep Dive – Consultant confirms information necessary to place any orders and book any resources.
  3. 2-3 Weeks | 45 minute Ordering and Journey Confirmation – Consultant confirms the user journey is being planned/configured properly and orders are fully confirmed by the client.
  4. 0-1 Weeks | 30 minute Pre-event Check In – Consultant confirms that the event has been set up properly.

B) EVENT DAYS | No Expected Support – Technicians and/or Hopin Customers should contact Hopin support (https://hopin.com/support) if there is a need as those teams can assist more quickly.

C) AFTER the Event | OPTIONAL – We encourage you to submit our Experience Survey for Hopin In-person Logistics Services to help us gauge your recent experience and improve for the future!

Information needed for each In-person Logistics Service…

Note: These are only the questions we have prepared. There may be additional clarifying questions needed to provide service at your event.

!! Time-saving Recommendation !! We are happy to receive any production materials you may have created for others. If you have an Event Website, Run of Show, Production Schedule, Event Map or any other materials, we would love to have them! They usually can help us answer some or many of these questions on our own!

 

ALL Logistics Services

What WE DO: 1) Create an Event Overview; 2) Confirm a Prep & Testing Plan; 3) Confirm a Shipping Plan

What WE NEED from you

1) Create an Event Overview

  • Essential Info – What is or where can we find the Event Name, Dates, Venue(s), etc.?
  • Key Contacts – Who are the key contacts for Registration, Segments, Exhibitor Area, etc.?
  • Goals / Objectives / Priorities – How would you describe and rank your goals, objectives or priorities for the event?

2) Confirm a Prep & Testing Plan

  • Software Features Being Used – Check-in, Badge Printing, Segment Tracking, Lead Retrieval, or any other elements of your Hopin configuration that we want to be sure will lead to the outcome as you intend.
  • Key Attendee Journey(s) – What are the main attendee journeys you are looking to ensure are smooth?

3) Confirm a Shipping Plan

  • Delivery Expectations – Orders typically arrive at the event venue a day before the event is scheduled to set up. Please let us know if that will be problematic due to time constraints, venue concerns or otherwise.
  • Storage of Equipment/Consumables – Items will come in boxes that will need to be stored during the event. Often, these are stored in a nearby room or underneath tables. Please let us know where space is allocated.

What WE PROVIDE to you

  • Shared Project Document
  • Shipment(s) Tracking Information

 

ONSITE TECHNICIANS

What WE DO: 1) Confirm a Technician Plan

What WE NEED from you

1) Confirm a Technician Plan

  • Technician Schedule – What is the technician hourly schedule for the full event?
  • Accommodation Confirmation – We will need to coordinate to ensure technician(s) are booked properly in your room block.
  • Production/Event Schedule – Our technician(s) may need to understand the broader production schedule to properly support the event.
  • Event Map / Floor Plan – Our technician(s) may need to navigate your event and venue quickly.

What WE PROVIDE to you

  • Contact information for Technician(s) to book Accommodation
  • Technician Plan Section within Shared Project Document

Reminders from the Quoting Process

Legal Terms can be found at https://hopin.com/legal/in-person-add-on-specific-terms

  • Accommodations: Provided by the Client
  • Meals and Travel: Included and non-negotiable
  • Work Schedule: 12 Hours max with no additional overtime permitted. More than 12 hours in a single day requires an additional technician.

Technician Responsibilities

  • Oversee and assist in the set-up of the Supplier’s equipment prior to the event
  • Train the Client’s on-site staff on software, equipment use, and basic troubleshooting
  • Troubleshoot the Supplier’s software and/or equipment during the event
  • NOT… Be responsible for configuring the Boomset backend including, but not limited to editing guests lists, badge designs or any other pre-event settings
  • NOT… Directly check guests in or manage specific attendee issues

 

BADGE PRINTER RENTALS

What WE DO: 1) Confirm a Badge Printing Plan

What WE NEED from you

1) Confirm a Badge Printing Plan

  • Printing Area(s) Internet Access – How will each printing area connect to the internet at the location(s)? Please see Hardware Compatibility for Hopin Onsite if you have questions.
  • Printing Area(s) Power – How will each printing area connect to the power at the location(s)? Each Printing Area requires one (1) standard outlet for a power strip.
  • Location(s) and Schedule – Where and When are Printing Area(s) active?
  • Printing Area Users – Who is actually using the check-in stations and printer onsite?
  • User Training – How did you plan on training/managing/supporting those users?
  • Optional* Artwork – ONLY for RENTALS, we can provide desk stands with branding using one of these templates: Portrait | Landscape

What WE PROVIDE to you

  • Badge Printing Plan Section within Shared Project Document

Reminders from the Quoting Process

 

REGISTRATION BADGES

What WE DO: 1) Confirm a Registration Credential Plan

What WE NEED from you

1) Confirm a Registration Credential Plan

  • Explain Full Credential – What does a full credential look like once it is handed to the attendee? Aka, are badge holders, lanyards, inserts, ribbons, pins or anything else involved?
  • Select Badge Options – 1) Size: 4x3 or 4x6 or Standard Label Rolls or Proprietary Size for Card Printer || 2) Sides: Single or Double || 3) Material: Paper or Tear-resistant or Plastic Card
  • IF contracted, select Lanyard Options – 1) Width: Readily available less than 1 inch || 2) Bulldog clips: Single or Double
  • IF contracted, select Badge Holder Options – 1) Size: 4x3 or 4x6 || 2) Material: Standard or Biodegradable. Note: We do NOT offer Branded Badge Holders.
  • IF items are branded, provide Artwork – You will need to provide artwork for each contracted Branded consumable. Templates are available on the Quoting Process and below. Please ask your Hopin Consultant if you are unsure of which template to use.

What WE PROVIDE to you

  • Registration Credential Plan Section within Shared Project Document

Reminders from the Quoting Process

  • Black & White Printer Badges will be either 4x6 OR 4x3, Tear-resistant OR Paper, and Double-sided OR Single-sided. Feel free to use these templates to prepare the design: 4x3 Single | 4x3 Double | 4x6 Single | 4x6 Double
  • Black & White Printer Labels are only blank and will be either 3x2 (DKN5224) OR 4x3 (DK4205).
  • Color Printer Badges are unique to the printer. For non-plastic color printing, you can use the same templates as the Black & White Badges because the sizes will remain the same. For printing plastic cards onsite, we use these templates: ZC10L Plastic Cards (1-slot AI | 1-slot PDF | 2-slots AI | 2-slots PDF) OR 2XL Plastic Card (Overall Template).
  • Lanyards will be less than 1-inch Wide, have Bulldog Clips (Single or Double) and will NOT be a biodegradable/environmentally friendly option. Standard template: Double Bulldog 3/4"
  • Badge Holders are Clear, Unbranded and will be either 4x3 or 4x6

 

SCANNER RENTALS

What WE DO: 1) Confirm a Scanning Plan

What WE NEED from you

1) Confirm a Scanning Plan

  • Scanner Internet Access – How will scanners connect to the internet at the location(s)? Please see Hardware Compatibility for Hopin Onsite if you have questions.
  • Scanner Power – If scanners will be used for more than a few hours, how will they be swapped and/or charged for longer usage? Each set of scanners requires one (1) standard outlet for a multi-charger.
  • Location(s) and Schedule – Where and When are scanners active?
  • Device Swaps –  If needed, when would device swaps happen?
  • Scanning Users – Who is actually using the scanners onsite?
  • User Training – How did you plan on training/managing/supporting those users?

What WE PROVIDE to you

  • Scanning Plan Section within Shared Project Document

Reminders from the Quoting Process

  • Service will be delivered with iPhones or iPad Minis

 

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