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Exhibitors: Setting up an Expo Booth

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As an Exhibitor, you may be invited by the Organizers to customize your own Expo booth. This guide will walk you through the process of accepting the invite, accessing the booth settings, and understanding all the customization options available.

Note: If you haven't received the Exhibitor invite and the Organizer is setting up the booth for you, provide them with your booth details. Make sure you are registered for the event so you can access your booth on the day of the event. 

Accepting the invite

To accept the Exhibitor invite:

  1. Open your mailbox and look for an email with the subject Online event invitation. Click Set Up Your Booth to continue.


  2. If you don't have a user account, you will be prompted to agree to the platform terms and conditions first. Click Continue to have an account created for you and accept the invite. Alternatively, click Decline invitation and remove my data from RingCentral.


  3. You will be sent a verification email to confirm your identity. Open your mailbox and look for an email with the subject Access your booth setup event. Click Access booth setup.


  4. You will be prompted to sign in to your user account and redirected to your booth setup page.

    Note: If your user account has just been automatically created when you accepted the invite, it will have One Time Password (OTP) authentication enabled. This means that you'll be emailed with a passcode each time you sign in to your account. To learn more about this authentication method, refer to our guide on Using a One Time Password (OTP) for your RingCentral Events account.

Accessing Booth settings

Once you accept the invite, you can always access your Booth settings from your Profile or Organization Dashboard to finalize the setup or to make changes:

  1. Sign in to your account.
  2. Click the Profile icon and select your booth under EXPO BOOTHS.

Setting up an Expo Booth

When setting up your booth, you will need to configure the following details.

Exhibitor name (required): The name of the company, product, idea, or content. 

Exhibitor email (required): This email address will receive all communications from attendees who express interest by clicking Register Interest. You can adjust this email if needed. 

Exhibitor headline: Short impactful text about your company or product, your motto or key message.

Note: The character limit depends on the booth’s size. For more details, refer to our guide on Maximum character limits. 

  • Mini Expo Booth headline: 195
  • Small Expo Booth headline: 45
  • Medium Expo Booth headline: 70
  • Large Expo Booth headline: 150.

Booth size: The size defines the Expo Booth display size on the Expo page and on the event landing page. It can be mini, small, medium or large and cannot be adjusted. Reach out to the Organizer if you need to change it. 

Live Preview (Desktop): Real-time preview for the Expo Booth. Here you can upload your Booth banner and logo. Use .png, .jpg, .jpeg or .gif file extensions. 2MB maximum. To learn more about recommended dimensions, refer to our guide on Image sizes, dimensions, and specs.

Note: The preview may display the uploaded images as stretched and distorted. However, as long as you use the correct image dimensions, it will display correctly on the actual event.
Tip: To make sure your images look good across different screen sizes, keep the main content of your images center-aligned. This ensures that important elements aren't cut off or misaligned on smaller or larger screens.

About (700 characters max): Short information about the Exhibitor, who they are and what they do.

Content provider: You can embed a pre-recorded video from YouTube, Vimeo, or Wistia, add your Google Slides presentation or convert your Booth into a Session room. Learn more about each option in the tabs below.

  • To embed a pre-recorded video from YouTube, Vimeo, or Wistia, select the respective option under Content provider. Under Video ID, paste the video ID from the video link, as highlighted in the screenshot below.

    Tip: To embed a YouTube playlist, use the entire URL and the playlist link must include "https://www.youtube.com/playlist?list=". You can find the link to the playlist by clicking the Playlist name at the bottom right corner of the YouTube window.
    Important:
    • The Video ID field is for the ID only, NOT the entire URL (unless it's a YouTube playlist). If the entire URL is used an error will occur.
    • Be sure to use a video that is Public or Unlisted and not Private, as otherwise it will not work.
    • Adding YouTube, Vimeo and Wistia as a content provider works for uploaded videos only. Do not use this option to redirect your live stream from one of these platforms to RingCentral Events.

  • To have a Session room with up to 10 attendees on screen inside of a Booth, select Session under Content provider. 

    Assign yourself and other team members as Moderators so you have control over granting permission for attendees to participate with Video/Audio on screen. Leaving a Booth with no Moderators assigned will allow attendees to freely join the screen.

    Note: Only registered users can be assigned as Moderators.

    Under Fallback provider, select YouTube, Vimeo, Wistia or Google Slides to display a presentation or video when there is no one on screen in your Booth. Organizers and assigned Moderators will be able to switch between a live Session and the chosen fallback provider any time. To learn more about it, refer to our guide on Switching from a live video to a pre-recorded video in Expo Booths.

    Note: Large, medium, and small Booths set up as a Session display a red LIVE tag in the Expo area inside the event. This doesn't apply to mini booths. If you switch to the fallback provider, the LIVE tag disappears.

  • To embed slides, select Google slides under Content provider. Under Slide Link, add a link to a Google Slides presentation that is published to the Web.

    Important: Ensure your presentation is published to the web and you copied the correct link. Otherwise, attendees will see an error when visiting your Booth. To learn how to publish the presentation to the web, refer to our guide Google Slides error in Expo Booths.

Website link: The Exhibitor's website. This link will be used if the button action in the settings is set to Link to webpage.

X link: The Exhibitor's X profile.

Facebook link: The Exhibitor's Facebook profile.

Instagram link: The Exhibitor's Instagram profile.

LinkedIn link: The Exhibitor's LinkedIn profile.

Offer (60 characters max): Short promotional message displayed above the CTA button. It could be a discount, special access, coupon code, or anything. 

Button text (required / 26 characters max): CTA button text.

Button action (required): CTA button action.

  • Register interest sends a notification to the Exhibitor email every time an attendee clicks the CTA button.
  • Link to webpage redirects attendees to a webpage.

Apps: If the Organizer has enabled integrations such as Slido, Kahoot!, KUDO, etc. you will be able to set them up in your booth to create a more interactive experience for your visitors. Reach out to the Organizer to request more integrations.

Additional information: Add extra information and resources for your attendees. Follow our guide on Customizing content and additional information areas for more tips.

Once ready, click Save.

How do I preview my booth? 

To preview your Booth, click Save & Preview in the Booth settings.

A pop-up will show you what your Booth will look like in the virtual event venue.

Important: You must be registered to the event to be able to fully preview your booth. If you are not registered, you will be shown a prompt asking you to Register Now.

How do I enter my booth once the event is live?

To successfully manage your Booth and engage with visitors, you will need to register and access the event as an Attendee. See our guide Exhibitor: Accessing your booth on the day of the event for more instructions on getting to your Booth.

 

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