This page is for the people who are coordinating virtual booths for the 2020 InterFace Seniors Housing Southeast Conference.
We’ll keep adding to this page as we hear more questions.
Q1: I am a booth admin and I’m not sure where to start.
Please look for a previous email from Kelly Moustafa (email@example.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.
Q2: How can I see what my exhibitor/sponsor page looks like?
A: Log in at https://cvent.me/7kNWQ4. You must be an event registrant, not just an admin for the exhibitor management dashboard, in order to log in. If you are not a registrant, you can request a screenshot by emailing Jaime Lackey.
Q3: Do I need to fill in ALL of the information in the exhibitor portal?
A: No. If visible, leave the following blank: Event/Booth Location, Exhibitor Code, Marketing Code, Tax ID/VAT Number, Virtual Booth URL, Virtual Host Key. Under the Contact Information section, just fill in the fields you want to appear on your custom page.
Q4: How many files can I upload? How many links can I include on my page?
A: You can have a total of 50. That could be 25 files uploaded and 25 links or 10 uploads and 40 links. Generally, the files display with the last one you upload as the top one on your page; the portal does not currently allow you to reorder them.
Q5: My logo doesn’t look right on the platform. Can you help?
A: Make sure the logo is sized as a square. You may need to add white space to the top/bottom or sides. It needs to be at least 300 x 300 pixels.
If you are unable to resize the image yourself, send the logo to firstname.lastname@example.org and she will have one of our designers help resize it and send it back to you.
Q6: I’m having trouble adding booth staff. And how do I upload headshots of staff?
A: In the exhibitor management portal, you can add booth staff so that the names of people manning your booth show on your company’s custom page. In order to associate a person with the booth, they must first be registered as an attendee. You want to add these people as “onsite staff” not booth admins. Booth admins can manage the custom page but do not have to be registered attendees.
To upload headshots of booth staff, each person must edit their registration. The easiest way to do that is to log in to the event portal: https://cvent.me/7kNWQ4. On the “My Event” page, you’ll see a panel to the right that says “Your Information” and a link that says “View Your Registration.” Click that link and scroll to the bottom of the page to “Modify Registration.” On the next page, you can upload a “Profile Image.”
(While you are modifying your registration, add a mobile phone number – this will make it easier to access the confirmation code when you log into the event portal in the future.)
Q7: What if I opt not to have a booth?
A: That depends on what you mean by “booth.” All sponsors and exhibitors have a custom page, which includes your logo and company name. This is required to have your company listed on the portal as an event sponsor. Ideally, you will build out your page with links and a company description. Please remember that this page will be live for 4 weeks following the event, so you really do want to use this space to your advantage for the event and the following month. (Click here to see an example of the Seniors Housing Business page.)
If you just want a very basic presence in order to have your logo listed on the sponsor page, send your logo and company description to Jaime Lackey & she will post the content and any links you want to use (company website, Twitter, LinkedIn or Facebook).
Q8: 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.
Q9: Where do I find the information captured by the “contact us” form?
In the Exhibitor Portal, look under “Lead Collection.” See example here.
Q10: How do 1:1 appointments work?
A: Sponsors/exhibitors will see the name & company name of all attendees in the module.
Attendees will ONLY see sponsor/exhibitor names listed in the portal because these are the only people they can reach out to.
For sponsor & exhibitor companies, only the primary person associated with the appointments module with each company will show in the list. (Employee 1 at this form: https://francemediainc.wufoo.com/forms/surbiy1tbg491/ will be visible to attendees in the appointments module.) This is the person who will receive all appointment requests from attendees.
Any additional employees you want to have access to the appointments module (as indicated by filling out the form linked above) will be able to reach out to attendees to request appointments.
In the appointments module, you choose the name of a person you’d like to meet with, choose a time for the meeting & send a request. The recipient will get an email and will have the option to accept or decline the meeting request. You will be notified of their response via email.
**Watch your junk mail folder in case messages are routed there.
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.)
Q11: How many Zoom links come with my sponsorship?
A: You receive one Zoom link for the primary contact for your company in the appointments module. For this employee, the Zoom link will automatically be included in the invitations sent or received via the appointments module.
For any secondary sponsor/exhibitor staff who have access to make appointments (but not receive appt requests), the “virtual location” for the appointment will NOT be filled in. They will be required to enter their own video conference link or a phone number.
Q12: What if I don’t want to schedule meetings during a certain time?
In the appointments module, you can block off time that you will not be available for meetings.
Q13: How do I ensure people visit my page/virtual booth and engage?
Q14: If I miss a session, how long do I have to rewatch it? Will all sessions be available for replay?
A: The portal will remain open for 4 weeks after the event. You can rewatch all panel sessions, but collaborative sessions (roundtables/networking) will not be recorded.