FAQ: Sponsor/Exhibitor Access to Appointments | InterFace Seniors Housing Southeast

To maximize your experience with the appointments module, these action items need to be completed by the admin of your company’s custom page/virtual booth:

  1. Complete the survey naming your company’s primary appointment rep
    1. This survey link is in the instructions emailed from Kelly Moustafa and in the task list in the exhibitor portal.
  2. Add onsite booth staff (not admins) in the exhibitor portal.
    1. Your company’s primary contact in the appointment app must be marked as “Onsite Booth Staff” in the exhibitor portal. This ensures that the Zoom link associated with the appointment is included in the calendar invites.

And these action items need to be taken by each registrant:

  1. Log into the portal (instructions below) and block off any time that you are not available for appointments. (For example, if you want to attend the networking session or make sure you are in your company’s virtual booth during dedicated booth hours, block off those times.) Above the calendar, change the dropdown to “Sessions – show all my sessions” to see the calendar of events and block off the times you’re not available for appointments.
  2. In the appointments module, above the calendar, click “Directory.” This is a list of all the people you are able to invite to a virtual meeting. If you have sponsor/exhibitor access, you’ll see all confirmed attendees. If you have attendee access you will only see the exhibitors who have completed the survey referenced above & you’ll need to wait until your booth admin completes the survey and we grant you sponsor exhibitor access to reach out to attendees to request appointments

InterFace Seniors Housing Southeast is hosted on the Cvent platform. You may find this Cvent article helpful: https://support.cvent.com/apex/CommunityArticle?id=000066968

Access the Appointments Module:

For the InterFace Seniors Housing Southeast event, log in at https://cvent.me/7kNWQ4

When you login to the event portal, you’ll get a confirmation code via email or via text, if you registered with a mobile number. Please check your inbox and then check clutter or spam folders — you’ll be looking for an email from Kelly Moustafa to find your confirmation code.

On the “My Event” page, you’ll see the “Looking to Network?” module. Click the “Schedule Appointment” button.

Appointments can be scheduled between 8:00 AM and 5:00 PM Eastern Thursday and Friday, November 5-6.

Note about appointment types:

Each sponsorship/exhibitor package includes one Zoom link for the appointment module. The primary person at your company associated with our appointment module will receive requests from attendees who are interested in meeting. Those appointment requests will have the Zoom link automatically populate. (These are called Exhibitor 1:1 Appointments in the system.)

Your other staff with access to the appointment module will be able to reach out to attendees (but won’t receive meeting requests from attendees). These folks will need to supply their phone number or their own video chat link when making the appointment request. (These are called Exhibitor to Attendee Appointments in the system.)

Q1: How do I create an appointment?

At the top left, click the “Create Appointment” button.

Select “Attendees” or “Exhibitors” at the top left to choose whether you look at the list by attendee name or company name.

If you are the company’s primary appointment rep making an appointment with an attendee or if you are making an appointment with another sponsor/exhibitor, the meeting type is “Exhibitor 1:1 Appointments” and the Zoom link automatically populates.

If you are not the primary appointment rep but you have exhibitor access to the appointments module, your appointment type will be “Exhibitor to Attendee Appointments.” For this type of appointment, you will need to enter a URL for a video meeting or a phone number to facilitate the meeting. When you send a meeting invite, you will add the attendee, choose a time, include a subject line & brief note/description. At the bottom of the pane, click “Edit” beside “Additional Questions (0 out of 1 answered)” and add the URL or phone number in this field. Click “Save” and then click the button to send the invitation.

Emails will appear to come from the name of the person you are inviting to meet or the person who is inviting you to meet, but these are from the Cvent portal and you CANNOT reply directly to the emails. All messages need to go through the appointments module.

Emails should come to your inbox, but watch your junk & clutter folders.

Q2: Why doesn’t my company have a “Request Appointment” button?

When you click Directory > Exhibitors, you’ll see a list of companies. Some companies have a “Request Appointment” button. These sponsors/exhibitors have added the primary appointment rep as onsite booth staff to their custom pages in the exhibitor management portal and completed the form so that we have granted this person exhibitor access in the appointment module. If your company does not have a “Request Appointment” button, the marketing person/admin who has the login to update your company’s custom page/virtual booth can update this.

Q3: I don’t think I’m seeing all attendees. What’s wrong?

You may only be seeing other exhibitors. People with attendee access will ONLY see sponsor/exhibitor names listed in the portal because these are the only people they can reach out to.

Sponsors/exhibitors can see the full attendee list. (List includes person name & company name. No contact details.) But you will only have sponsor/exhibitor access if the person we’ve been working with on your virtual booth/custom page has filled out the survey referenced in action item #1 above. (We need 1 business day after we receive the survey to update access.)

If you need sponsor/exhibitor access, reach out to the marketing person at your company/whoever handles your booth registration to make sure they have filled out the form referenced above in action item #1. However, keep in mind that access is limited to the same number of comps that you receive for your exhibitor/sponsorship package. Exhibitors can have 2 employees with exhibitor access to the portal. Platinum sponsors can have up to 7 employees with exhibitor access.

You can invite more than one person to a meeting via the appointments module. Just click both names when adding people to the invite. (Helpful if you want to meet with two people at one company, for example.)

Q4: I am a new exhibitor/sponsor and don’t have proper access in the appointment module.

If you have recently signed a contract as a sponsor/exhibitor, it can take a couple of days to get all the settings coordinated. Please reach out to Jaime Lackey to confirm all info has been received.

Q5: I am a booth admin and I’m not sure where to start.

Please look for a previous email from Kelly Moustafa (kmoustafa@francemediainc.com). The subject line should be “Welcome to 2020 InterFace Seniors Housing Southeast – Set up your company page.”

On that email, click the “Log In” button and follow the instructions in the task list to upload content to your sponsor/exhibitor page.

And you can check out this FAQ for booth admins, but the task list in the exhibitor portal is where you should start.

Q6: Can I reassign appointments to a co-worker? 

Not directly. You cannot edit an appointment you have received to add another person within the appointment module itself. You can add the meeting to your own work calendar and add someone to that invite and it will include the meeting details (link or phone number) and you can both call in to talk with a third party. See PDF here or in the program book.

Q7: I cannot see all of my coworkers in the appointments module. Why?

These are the permissions in place at this time:

  1. Primary exhibitors can invite attendees & other exhibitors to meet (NOT secondary exhibitors) –> Zoom link autofills
  2. Secondary exhibitors can invite primary exhibitors, secondary exhibitors or attendees to meet –> Must use own link or phone number
  3. Attendees can only invite primary exhibitors to meet –> Primary exhibitor’s Zoom link autofills in the invite/calendar

The limitation underlined in line 1 above is due to the permissions on the appointment module. There are two types of appointments – one type where a Zoom link from CVENT’s license autofills and another type where a secondary exhibitor has to enter their own contact info. We do not want to confuse the attendees about what type of appointment they have; the link must populate for their appointments. (A lot of attendees may not have Zoom and may not want to give out their cell phone or home phone number to a sales/marketing rep.)

When we open up permissions between secondary exhibitors and primary exhibitors, it also affects the attendee appointment permissions and causes appointments to be created without a link.

So your permissions for primary exhibitors are going to be limited to attendees. If you are a primary exhibitor, when you do a search in the appointment module,  you will see only a your coworkers who have attendee-only access. You will not see the people with secondary exhibitor access. But across the whole conference, the majority of people are attendees and you are able to connect with all of them.

Attendees can reach out to a handful of people. As a primary exhibitor, you are one of a small group they can contact. Attendees don’t have to scroll through hundreds of names. They just see a company name and pick the one person at that company and know that person will be able to answer their questions or put them in touch with the right person in a follow-up conversation.

If you are a secondary exhibitor, you should be able to reach out to 100% of the registration list. And secondary exhibitors should be able to see all of their coworkers in the appointments module. (The caveat being that we are still processing permissions based on forms submitted in the last 48 hours.)

Q8: Will there be a training session for exhibitors?

If you need help adding content to your company’s page, contact Jaime Lackey. If you need help signing in to the exhibitor portal, contact Kelly Moustafa.

We do not provide training support for using Zoom; we integrate the technology and tie it to your primary registration.

You may find this video on Zoom Controls helpful.