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Setting up an Expo Booth as an Exhibitor

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Congratulations on having an Expo Booth at the event on RingCentral! If this is your first time using our platform, this guide will walk you through how this works and what to do. 

Organizers can invite you to customize your own Booth (Advanced plans only) or, alternatively, they can set up a Booth on your behalf at their event.

If you didn't receive the Exhibitor invite and the event organizer is to set up the booth for you:

  • Check out the Expo Tutorial to understand how an organizer sets up a booth. 
  • Send the booth details to the organizer in order for them to customize your booth for you.
  • Make sure you are registered for the event in order to access your booth on the day of the event. 

Accepting the Invite

If you have been invited to set up your own Booth, you will receive an email that looks like this. Click Set Up Your Booth to continue.  

You will then be sent a verification email to confirm your identity. Click on Access booth setup.

You will then be redirected to your booth setup page where you can fill in the booth details according to this guide. 

Note: As an invited Exhibitor, you will still need to register for the event in order to access the online event venue and your Expo booth. You do not automatically become an Attendees once you accept the invitation.

Accessing Booth Setup

After accepting the invite, you will always be able to access your Booth settings from your Profile Dashboard to finalize the setup or to make changes. 

Sign in your RingCentral Events account, click on your profile picture in the top right and select your booth under the Vendor Dashboard section

Note: You need to be on the event registration page or on your account pages for this to work. If you're inside of the event venue the vendor dashboard will not show up.

Building an Expo Booth

When you select the Expo Booth you would like to customize, you will be taken to a new screen where you can fill in the following fields.

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

Exhibitor Email (required). The email where all emails from attendees who click the Register Interest button will be delivered. 

Exhibitor Headline. Any short text about the Exhibitor, e.g. Exhibitor motto or key message.

Booth size. The size reflects the importance of an Expo Booth at the event. 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 size Background image and Logo. Make sure to have the Background and Logo image content centre-aligned to fit multiple screen sizes.

Tip: Check our guide on Image dimensions to make sure your images fit just right across the event. When you add your image it may appear stretched in the preview but, as long as you use the correct image dimensions, it will display fine on the actual event. 

About. A few words to make the booth more descriptive for the event attendees (maximum 700 characters).

Booth Video / Content Provider. There are multiple ways to display content on the Expo. Learn more about each of them by expanding the tabs below. 

  • You can place pre-recorded videos from YouTube, Vimeo, or Wistia on the Expo. Once you select one the mentioned sources as the content provider, you will need to add the video ID.

    Note: The Stream identifier field is for the ID only, NOT the entire URL. If the entire URL is used, or the timecodes are added to the link (e.g. LXb3EKWsInQ&t=26) an error will occur. E.g. for the YouTube URL https://www.youtube.com/watch?v=LXb3EKWsInQ please use only LXb3EKWsInQ -- the part after the “=” symbol.
    Note: Be sure to use a video that is Public and not Unlisted or Private, as otherwise it will not work.

    If you like to add a YouTube playlist, this will let attendees select which video(s) they want to watch. In this case, the playlist link must include https://www.youtube.com/playlist?list=.You can find the link of the playlist by clicking the Playlist name at the bottom right corner of the YouTube window:

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  • Adding Session as a content provider in your Booth means that you can make your Expo Booth into a Session like you would see in RingCentral Events Sessions.

    Select Session to have a live chat session with up to 10 attendees who visit your Expo Booth, while also being able to switch to a pre-recorded video by setting up a fallback provider.

    You need to assign yourself and team members as Moderators to be able to manage which attendees will be on or off-screen during a live session. Leaving a Booth with no Moderators assigned will allow all visitors to join a screen. 

    Note: Anyone who needs to be added as a Moderator must complete event registration beforehand. 

    A fallback provider can be set when you want to display a pre-prepared slideshow or video when there is no one is live in your Booth. You can use a video from YouTube, Vimeo, Wistia or Google Slides. 

    Organizers or Moderators can toggle the Fallback provider ON or OFF any time to switch between live video or the fallback provider or your choice.

    Last but not least, when large, medium, and small Expo booths are currently in live sessions mode, there will be a red 'live' tag appearing next to them on the Expo page. This doesn't apply to mini booths. If you switch back to the fallback provider, the 'Live' tag will disappear.

  • Selecting Google Slides as the content provider allows attendee to browse through your slides when visiting an Expo booth. In this case, you will need to add a link to a Google Slides presentation that is published to the Web.

    Note: Make sure the presentation is published to the web and you copied the correct link. Otherwise, attendees will see an error when visiting your Booth. Refer to this guide to learn how to publish the presentation to the web: Google Slides Error Message in Expo Booths 
    Tip: The published Google Slides link will always start with https://docs.google.com/presentation/d/e/ VS https://docs.google.com/presentation/d/ if not published to the web. 

     

Website link (required if Button Action is Link to webpage). The link that will bring to the Exhibitor’s website in case the Button action is set to Link to website.

Twitter link. The link to Twitter profile to get in contact with the Exhibitor on social media.

Facebook link. The link to Facebook profile to get in contact with the Exhibitor on social media.

Instagram link. The link to Instagram profile to get in contact with the Exhibitor on social media.

LinkedIn link. The link to LinkedIn profile to get in contact with the Exhibitor on social media.

Offer. Use this field to write a special offer for booth visitors. It could be a discount, special access, coupon code, or anything. It’s optional text, not tied to anything programmatically.

Button Text (required). Any short text used as a click to action for the attendees.

Button Action (required). It can be either Register interest (sends attendee emails to the Exhibitor mail) or Link to webpage (opens any website or external resource for downloading more content from the Exhibitor).

If an Attendee clicks on the Register interest button, you will get an email that looks something like this:

Apps. If the Organizer sets up integrations such as Slido, Twitter Feed, Kahoot!, KUDO, etc. you will be able to set them up in your booths to create a more interactive experience for your visitors.

Additionally, you can click Discover more apps to get redirected to the App Store to install more apps that can be enabled when editing your Booth. But first, you must create an Organization. If you have not yet created an Organization, clicking on the mentioned button will prompt you to create one. 

Additional Information Area. You can add additional information to the booth for your attendees by using the content area. Follow this guide to set that up. 

Note: Exhibitors cannot create/edit tags when setting up their booth, if required the event organizer can do that for you on request and if they wish so.

How do I preview my booth? 

As an Exhibitor, you can preview your Booth. First, you will need to follow the steps above on how to access your booth via your home page. When in the Edit Booth page, you can make any changes you like and then click Save & Preview.

A pop-up will show you what your booth will look like to any attendees visiting on the day of the event:

Note: You must be registered to the event to be able to preview your booth before it goes live. 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?

It's important to make sure you are "in" your Booth during the event on RingCentral. This will allow you to answer questions in the Booth Chat and be on live camera to engage with visitors if you've chosen that format. For that, you will need to enter the event venue as an Attendee.

See our guide Exhibitor: How to access your booth on the day of the event for more instructions on getting to your Booth.

 

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