LIVE EVENT PREPARATION, INSTRUCTIONS & TIPS

Preparations

Pre-Event Preparation Call

Sponsors/exhibitors are required to have at least one prep call with the digital exhibition coordinator Nate in order to answer any questions you may have about your online exhibition, lead generation, etc.

SCHEDULE YOUR PREP CALL

Sponsor / Exhibitor Training Webinar

Please plan to attend a special training webinar on Friday, October 9, 2020 at 1pm PST. If unable to attend, a recording will be made available afterwards.

TRAINING WEBINAR - SIGNUP

Technical Requirements

Technical Requirements: A general breakdown of what you should have in place to participate in the live conference.

Instructions

Digital Exhibition Hours

The digital exhibition will be ‘live’ every day from 2:00 to 4:00 pm PST (October 20-23).

The digital exhibition will be ‘open’ from 9:00 am to 4:00 pm PST (October 20-23)

  • During the event, attendees can visit the Exhibitor Zone and exhibitors’ digital booths for on-demand information. ‘Open’ refers to during event hours but attendees can visit the expo at any time.

  • Sponsors/exhibitors are not required to have staff ‘on-call’ for the entirety of each conference day; however, we strongly advise you to be present as much as possible to take advantage of the live engagement opportunities.

Live Event Support


You can reach out to BrainXchange exhibition support staff during event hours (October 20-23, 8:00am to 4:00pm PST) by visiting the Resources/Help Center at the top (green navigation bar) and entering the room for exhibitor support. From here, you can live chat with a member of the BrainXchange staff.

You can also reach out directly by going to the Networking Lounge, selecting ‘Search People,’ and searching for Michael Gonzalez, Dave Cusato, or Nate Harper. Click into a profile and either select ‘Chat’ or send a direct message.

Alternatively, Mike, Dave and Nate can be reached at any time via email:

Mike
- mgonzalez@brainxchange.com
Nate - nharper@brainxchange.com
Dave - dcusato@brainxchange.com

Day-of Directions

All registered sponsor/exhibitor attendees will receive an email in advance of the conference with a link to access the EWTS Everywhere platform, the web-based application that all conference participants will use to participate in the event.

On live event days, sponsors/exhibitors will follow that link and log into the platform to participate in the conference proceedings.

Once signed into the web portal, you will be directed to the Home Lobby. Click the Profile icon located at the top right of the green navigation bar and select ‘Digital Exhibition’ from the dropdown menu to be taken to your company’s digital booth. From here, you will:

Example Schedule

Here is an example of a Sponsor/Exhibitors timeline during the live event – For the purposes of this example, assume the events starts at 9:00

Follow the link to the EWTS Everywhere platform.
Log into the platform. Once signed in, click the profile icon located at the top right and select ‘Digital Exhibition’ from the dropdown menu to be taken to your digital booth.
The Exhibitor Zone will open at this time so attendees will start to access the content, chat, and product features within the digital booths. You can monitor all attendee activity taking place at your booth from your company’s exhibition page.
Opening Keynote is livestreamed to the audience and event officially kicks off.
  • Monitor activity around your booth (visitor greetings/booth chat/information requests)

  • Use the event chat to invite people to your booth

  • Launch a Live Meeting, where you and/or your team can be on live camera with guests

  • Participate in the various event activities (presentations, Q&A, networking, etc.)

While you are not required to be present at your digital booth all day, attendees will visit the Exhibitor Zone throughout the day.
Approximately 10 minutes before the day’s presentations end, open your company’s digital profile if it is not already open and click the ‘Live Meeting’ button at the top of the page. This will launch a live public video session for attendees to join and engage with you in real time.
If you plan on doing a live demo, get everything prepared for that around this time, as well.
Presentations will end and the ‘live’ expo begins. Attendees will be directed to visit your booth and join your live meeting room to interact with you and your team in real time.
Live expo time officially ends. While you’re not required to remain logged into the platform and your company’s digital profile, you may want to hang around a little for those attendees who choose to continue interacting.

Tips For Maximizing Your Participation

To help you have the best conference experience and gain the most ROI, we’ve come up with the following suggestions/advice for all sponsors and exhibitors:

Promote your presence beforehand – There’s no point in simply showing up on the day; in order to draw in relevant, high-quality leads you must ensure people know where to find you. Social media is where you likely have the greatest reach and therefore opportunity to spread the news of your exhibitor role.

Prepare your booth content offerings in advance – Your digital profile is designed to offer attendees a diverse set of content collateral. Do not wait until the platform opens to begin identifying, organizing, and creating the various content items you’ll offer attendees. Plan what videos, files, and products you will be showcasing.

Schedule meetings & connect with attendees vs. waiting for prospects to find you – Attendees will have access to the platform starting Friday, October 16. This is also the first day you’ll be able to connect with and invite them to your booth via the platform. Reach out to relevant attendees before the conference kicks off on Tuesday, October 20. It really pays to do your research here before making contact—learn about an attendee’s company, role, challenges and goals by visiting their profile.

Make sure you have a motivated and outgoing team online – Your people online are key to your success. If they sit back and take a “buyers will come to us approach,” you might not get as much value. Encourage your team to be active and outgoing in all facets of the digital event.

Attend the sessions – Have staff members that are not only excellent at monitoring your digital booth and networking with attendees but who are also knowledgeable about the conference topics and interested in furthering their education. Ask questions and interject comments during the presentations to increase your company’s visibility while at the same time establishing your own expertise on the topic. Many times at in-person events, it’s the questions or comments you make during a session that drive traffic to your booth. The same goes online.

Participate in all event activities – Take advantage of the networking features, discussion forums, and other activities as they represent additional opportunities for you to connect with attendees, establish your presence, and learn.

Offer swag or host a contest – Potential prizes are big traffic drivers at in-person events; the same holds true for digital conferences. Host activities like a contest or giveaway during Live Expo hours and require attendees to visit your booth to participate. Use social media and the platform communication tools to inform people of the giveaway and how to win.

Organize meetups at your booth – Invite attendees to visit your digital booth at specific times to watch live demos or presentations by your team.

Nurture leads soon after the event – Strike while the iron is hot and call or send a follow-up email to your leads soon after you e-meet. Personalization is key in these communications, which should be a natural continuation of the conversations you had during the event. Be sure to reference specific challenges a lead reported facing or questions they asked in regard to your offerings. In other words, make your prospects feel remembered and valued. Begin a conversation with “I remember what you said about X, and looked further into how you might solve it” or “I found your point about Y really interesting, and have since found out” to show you listened to what your leads had to say and did your homework following the show. This will set you apart from the competition and other exhibitors who usually follow up with a generic, sales-oriented call or email.