Preparing Your Exhibitor Management Portal for Attendee Hub

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If you're using Attendee Hub, follow these steps in the Exhibitor Management Portal to take advantage of the features available within the Attendee Website and Event App. This includes virtual exhibitor meetings, featured exhibitors, and more.
NOTE: You'll still need to prepare your Flex event and Appointments event for Attendee Hub separately.
 
1 Verify the virtual meeting setup for your event. If you're using Cvent Video Conferencing, your Cvent Account Team will set up the virtual meeting URLs for each of your exhibitors. This will allow attendees to join a virtual meeting from exhibitor booths on the Attendee Website.

Once you've received confirmation that the setup is complete, you can direct your exhibitors to log in to the Exhibitor Portal to find their unique Virtual Meeting URL and Virtual Host Key. Remind exhibitors to use the Virtual Host Key to access their virtual meeting.

 
Or, add virtual meeting and virtual appointment details. If you're not using Cvent Video Conferencing, your exhibitors can provide their own links for virtual meetings and virtual appointments, or you can provide the links for them. No matter who is providing the links for virtual meetings, you'll still need to add them to the exhibitor's profile on their behalf.

While adding exhibitors to your event, fill in the "Virtual Meeting URL" field with the meeting link provided by the exhibitor or your organization. In the "Virtual Host Key" field, enter the URL the booth staff will use to claim the host role within the virtual meeting. This link must be provided by whoever scheduled the virtual meeting. Remind exhibitors to use the Virtual Host Key to access their virtual meeting.

Direct exhibitors that want to use virtual appointments to log in to the Exhibitor Portal and add an additional meeting link in the "Event/Booth Location" field. Or, if your organization is providing the meeting links, fill in this field yourself. Remind exhibitors to join the appointment from the accompanying Host URL for the meeting. This link must be provided separately by whoever scheduled the virtual meeting.
NOTE: If the exhibitor doesn't have access to the Host URL for their appointments, whoever created the meeting should ensure the ability for attendees to join before the host has been enabled within the third-party meeting tool.

2 Add sponsored sessions, if applicable. Follow these instructions to add sponsored sessions to your event. Within the All Sessions tab of the Attendee Website, sponsored sessions will be marked with a "Sponsored by" message that includes the exhibitor's name and logo. Attendees will also see a list of the sessions an exhibitor is sponsoring while viewing the exhibitor's profile on the Attendee Website.

Exhibitors can view their sponsored sessions when they log into their portal, and export leads from session participants, if you've allowed them to access this information.

3 Set your inbound lead settings. By enabling inbound leads, attendees can send direct messages to any exhibitor using the "Contact Us" button found on their profile on the
Attendee Website.

To do so, click the Exhibitor Settings tab. In the LeadCapture and Sponsored Sessions Settings section, toggle "Inbound Leads" to green.

Inbound Leads
 
Click Select exhibitors. Check the "Select all" box to enable inbound leads for all exhibitors, or check the boxes next to the individual exhibitors who should have this feature enabled. Click Save.
 
Exhibitor Assignment
 
 
Go back to the LeadCapture and Sponsored Sessions Settings section.

Under Collection Fields, select which attendee contact fields will be shared with exhibitors when they export their leads.
 
Collection Fields
 
NOTE: In the Lead Origin column of the export, leads will be marked as "Inbound" if they originated from the "Contact Us" button on the exhibitor's profile. Additionally, any messages an attendee sent will be found in the Notes column.
 
When you're done, click Save changes.

4 Assign featured exhibitors. Follow these instructions to add featured exhibitors within your event. They'll appear on the Home page of your
Attendee Website and Event App.

5 Add exhibitor content. To help attendees learn more about an organization, add content to exhibitor profiles, or allow exhibitors to add their own. Attendees can view and download the documents, access the links, and watch the videos from the exhibitor's profile on the Attendee Website.

6 Display custom fields as exhibitor filters, if applicable. If you're using custom exhibitor fields, you can choose to display specific fields as exhibitor filter options within your Attendee Website and Event App. They'll appear in the "More filters" menu at the top of the Exhibitors list.

7 Decide if exhibitors should have access to engagement metrics. 
You can allow exhibitors to access their organization's engagement metrics from the Exhibitor Portal, if desired. If you choose to do so, share these instructions for viewing and exporting the metrics with your exhibitors.

Check your booth staff registration setup, if applicable. Make sure the booth staff have the option to add a profile image to their virtual booth profiles, if desired. Follow these instructions to add the Profile Image field to the booth staff registration process, or you can update individual staff members' contact records with a profile image one-off.
 
NOTE: Exhibitor Admins do not have access to update their booth staff's profile images from the Exhibitor Portal.

Now that you've prepared your Exhibitor Management Portal for Attendee Hub, follow these instructions to prepare your Appointments event.
 

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