FAQ – Sponsor/Exhibitor Access to Appointments Module

Reminders:

  • To ensure your company has a “request appointment button in the company directory within the appointment module, follow steps for Q2 below.
  • If you are sponsoring a raffle/give-away, offering discounts or free consultations, or making white papers available to attendees, please complete this form so we can promote your booth offerings. DEADLINE: 6PM Eastern on Thursday, October 15. 

Latest answers as of Oct. 15:

Q7: Do I need to purchase licenses for lead capture? 

No, the licenses you see referenced in the exhibitor portal are for live on-site events. The only lead-gen component to the virtual platform at this time is the “contact us” form, which is included for all sponsors and exhibitors as part of their package. For information on how to find the captured leads, visit the virtual booth FAQ. 

Q8: How does the “join virtual booth” link work? What do I need to know to start the Zoom session that attendees can join as they wish? 

First, please put the hours that your booth will be manned in your company description so that our attendees are not frustrated by clicking on empty booths.

In the Exhibitor Portal, where you edit your company profile, you will find several Zoom links.

********Click here for a printable illustration with explanations for each link in the exhibitor portal. *******

To start the Zoom meeting where attendees can join via the “Join Virtual Booth” button on your company page, you need to copy the Virtual Host Key and paste it into a browser. You may have to download the Zoom app if you haven’t done so in the past. Make sure you copy the FULL Virtual Host Key URL. Right click or control + click to get the full URL.

Only the meeting host(s) should have the Virtual Host Key URL. For additional sales reps that want to join the meeting, they can either use the shorter “Virtual Booth URL” link from the exhibitor portal or click the “Join Virtual Booth” link just like an attendee would.

The “Event/Booth Location” URL is the Zoom link tied to your primary contact in the appointment app. It is for the pre-scheduled meetings. But you can simply click the link in the calendar invite within the appointment module to start these meetings at the scheduled time.

Q9: 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.

Q10: 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 somehow also affects the attendee appointment permissions and causes appointments to be created without a link. This is actually why we were late getting the appointment module opened last week; we couldn’t figure out why the links were not populating for some appointments.

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. As someone with primary exhibitor access, you can reach out to 89% of the registrants as of right now.

Attendees can reach out to 6% (maybe 8%-10% when finish processing all the permission requests), so as a primary exhibitor, you are one of a smaller 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 exhibitors, you should be able to reach out to 100% of the registration list (save a handful of folks who have opted out). 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.)

Q: 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 booth/registration.

For the majority of exhibitors, the “Join Virtual Booth” links have been integrated into your pages and you can test the Zoom links at any time.

You may find this video on Zoom Controls if you wish to utilize breakout sessions, but breakout sessions are not required. You can simply answer questions as people pop in and if there happen to be more than one or two, you can talk as a group. You can share your screen to display a demo video. You can ask them to share their contact info in the Zoom chat or “contact us form” so you can follow up later.


Original FAQ below

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. (In the task list in the portal, open the “*** Read first” task and download the Word document – complete the survey in the bottom link.)
  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

Access the Appointments Module:

For the NMHC/InterFace Student Housing event, log in at https://cvent.me/xqEDmq

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 9:00 AM and 7:00 PM Eastern Monday – Friday, October 19-23. (The panel sessions end on Thursday, Oct. 22; but we are leaving the appointment window open one extra day.)

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 to the emails. All messages need to go through the appointments module.

Emails should come to your inbox, but watch your junk & clutter folders for the next 2 weeks.

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 up to 3 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 3 days to get all the settings coordinated in the dashboard.

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 “2020 NMHC/Interface Student Housing Virtual Booth Log-In” or “Reminder: It’s time to set up your account for 2020 NMHC & InterFace Student Housing Conference.”

On that email, click the “Log In” button and follow the instructions in the task list to upload content to your sponsor/exhibitor page. Make sure you download the documents attached to the “***Read First” task.

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

 Q6: I have more questions. 

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