Search

Expo tutorial

  • Updated

The Expo area is great for all kinds of exhibitions, such as trade shows or fairs, where attendees can “walk around” to visit the booths that interest them and interact with your Exhibitors and Sponsors. Each booth can be set up with a pre-recorded video or a live chat, branded content, contact info, special offers, and a customized CTA button. This guide explains how to create and manage Expo Booths and details all of the booth settings.

Important notes:

  • The maximum number of Expo Booths you can create and run at the same time is unlimited.
  • When an Expo Booth is set up as a Session, you can have up to 10 participants on the screen (speakers and screen shares) and up to 5000 attendees watching the stream. To learn more, refer to our guide on Maximum on-screen and viewership limits.
  • Expo Booth streams are not recorded.

Creating and managing Expo Booths

To create an Expo Booth, go to Event Dashboard > Venue > Expo (or to Event Dashboard > Content > Expo for Onsite events) and click + Add Booth.

Once you create several Booths, you will see all of them listed on this page. To edit or remove an existing Expo Booth, hover over the listing and click the Pencil or Bin icon. 

To download a CSV file with the list of Exhibitors, click Download. This option is especially useful if you need to upload the same Exhibitors into another event.

To assign Exhibitors to set up their own Booths, click Invite Exhibitors. To quickly add a list of Booths and automatically invite Exhibitors to set them up, click Upload. To learn more about these features, refer to our guide on Inviting Exhibitors to set up an Expo Booth.

Setting up an Expo Booth

When creating or editing a booth, you will need to configure the following details.

Exhibitor name (required): The name of the company, product, idea, or content. For example, the Exhibitor name could be “Acme Co” or “Sign up list.” It’s up to you and your event needs.

Exhibitor email (required): This email address will receive all communications from attendees who express interest by clicking Register Interest. 

Exhibitor headline: Short impactful text about the Exhibitor, e.g. Exhibitor 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 (mini, small, medium or large) defines the booth display size on the Expo page and on the landing page.

Priority: Numbers 1-1000 define the Booth's order on the Expo page and on the landing page. 1 is the first booth to be displayed and 1000 is the last one.

Note: When you have created booths with the same priority number, the system will order the booths chronologically in the order they were created (as opposed to alphabetically). That means the booths created first would appear first. 

Lead Retrieval license (applies to Hybrid and Onsite events): Enabled Lead Retrieval for your Exhibitors. To learn more about how it works, refer to our guide on Enabling and assigning Lead Retrieval credits.

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.

Tags: Add keywords to help attendees filter booths and navigate through the Expo area during the event. To learn more, refer to our guide on Adding tags to Expo Booths.

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 of the playlist by clicking the Playlist name at the bottom right corner of the YouTube window.
    Important:
    • The Video ID 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 steam provider works for uploaded videos only. Do not use this option to redirect your live stream from one of this platforms to RingCentral Events.

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

    Assign Moderators so they 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 the screen in your Booth. Organizers and assigned Moderators will be able to switch between a live Session and the chosen fallback provider at 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: Connect the apps that are enabled for your Organization and can be added to the Expo area. Click Discover more apps to get redirected to the App store where you can install various apps that can improve your in-event experience. Check out our integration guides to learn more about the available apps.

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.

Expo activity panel

Once the event is live, attendees can engage with the Exhibitor inside of the Booth in multiple ways. Each Expo Booth has its own activity panel with Home, Chat, Q&A and Polls tabs. The Home tab will display Exhibitor information, contact details and a CTA button configured in the Booth settings. 

Was this article helpful?