Virtual Event FAQ

We know that you may have many questions and uncertainties around attending a virtual conference, so we have developed a list of FAQs below. If your question isn’t answered, or you want more information, please contact us on [email protected]

Unlike some virtual platforms that use a simulated 3D booth and require additional software downloads, our virtual platform looks and acts more like a website where attendees can easily find exhibitors, discover their products and book a meeting, all with just a few clicks.

The booth itself can include logo, description, embedded videos, links to pdfs and social networks, a list of products and the exhibitor representatives. 

  1. Through the exhibitor list on the left-hand side of the home page. Attendees can scroll through the list alphabetically or via filters such as by Industry or Country.
  2. There is a search priority box at the top of the default exhibitor list (available to Premium   Exhibitors only).
  3. Though the Product search. Attendees can filter a list of products and once on the product of interest, they are able to see more information and find out which exhibitor is offering it  and the exhibitor’s representatives associated with that product.

Matched Networking is a fantastic way of being introduced to attendees who matter most to your business. On registration, the attendee is asked several profile building questions to define the attendee’s objectives for the event. The registration system is then able to match you to attendees who have a common business interest.

You will find a list of matches when you login to the event which you can access from 2 weeks before the event. You can take 3 types of action immediately on these matches: 

  1. Skip – this is an anonymous way to let the platform know this person is not of interest. They will be removed from your matches and the system will learn from this action.
  2. Interested – like a handshake, this is where you can mark an attendee as someone of interest. It notifies them of your action and saves them in your “Interested” list.
  3. Meeting – this will bring up a window to arrange a 1-to-1 video call (all housed within the event platform so no external software required!)

No, all meetings are arranged and housed within the virtual event platform. You will receive a notification when a meeting has been arranged and also when an attendee has joined the meeting as a prompt for you to join too. 

Once in a meeting you can toggle the video feed on/off, share your screen or add others to your meeting. A Chat box enables you to share information and links for future reference. 

We will provide a real time list of leads ( name, company name, job title) who show interest in your company. Exhibitors will have access to a dashboard showing a full list of your inbound leads. These can be attendees who visited your virtual booth, watched a session you sponsored, made a connection or a meeting with one of your team or someone who has marked your company as “Interested”.

An inbound lead is seen as a warm lead – i.e someone who has shown interest but not been qualified yet. If an exhibitor skips this lead, they are removed from your lead bucket. If you show interest back, that lead is then converted to a “Contact”. This is an important distinction as exhibitors can export a list of contacts at the end of the event for follow up.

Please note that due to Data Protection, contact details like email & phone number are not exported. Exhibitors are advised to obtain contact details during their communications at the event. Similar to asking for a business card!

There are 3 different exhibitor packages - Basic, Professional (Pro) and Premium, each with their own set of benefits.

Yes, you can upgrade your package any time! If you want more meetings or you have reached your limit of leads, you will be promoted to upgrade online. The platform accepts all major credit cards and your additional benefits are applied instantly!

Each attendee has a set number of ‘pending meeting requests’ they can send out. A pending meeting request is a meeting you have scheduled with someone else that is either awaiting confirmation or is confirmed. Any declined meeting will be added back to your allocation.

Any meeting requests that you receive from someone else does not impact on your allocation, so in reality you could end up having many more meetings than your pending meeting request allocation.

Yes, this is one of the key features of the event platform and allows you to be time efficient with your meetings. Within “My Profile” there is a section to Set Availability. You can mark each hour of the day that you are available/unavailable. For any time slots you mark as unavailable, attendees will not be able to schedule meetings for you during this time.

Within the ‘Schedule’ tab you will find a list of all the sessions available to you. Each session will be ‘Live Streamed’ within the event platform, so when the time comes, you simply click play to watch. For live sessions there will be interactive features such as Polls and Q&A. For sessions you are not able to join live, you will be able to access on-demand.

Exhibitor packages have set numbers of exhibitors:

Basic – 3
Pro – 6
Premium – 10

The main contact will be automatically imported into the system once the contract is signed. The main contact needs to log into your Team portal by clicking “Teams” on the top right within the platform. Select “Team Members” from the left hand menu and then follow the prompts to add team members & to assign their roles. If you wish to invite more members than your package allows then please contact us to discuss an upgrade package.