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Virtual Engineering Week

Welcome to the Exhibitor Service Kit! Use this as a guide to set up your Virtual Booth.

Virtual Engineering Week

Virtual Engineering Week will be hosted on the Swapcard digital platform. All exhibitors will have virtual booths to showcase their brands’ products and content, and to serve as a hub for connections and meetings with interested attendees.


Virtual Engineering Week takes place November 30 - December 4, 2020, 8am – 3pm PST. Meetings may be scheduled anytime during the event hours.

Setup

Set Up

How to Set Up Your
Exhibitor Center
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Enhance

Enhance

How to Enhance Your
Exhibitor Center
Set Up Now
Users

Network

How to Network in
Digital Days
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Set Up

How to Set Up Your Exhibitor Center Virtual Booth

Welcome Email from Swapcard

  1. Look out for your Virtual Engineering Week welcome email giving you access to your Exhibitor Center.

  2. Follow the link received and create a password when prompted.


For future logins, go to informavew.login.swapcard.com and click on "Login as Participant" in the top right-hand corner.

Tip:

Your Welcome email will come from noreply@swapcard.com. Make sure you Whitelist noreply@swapcard.com with your email provider. Your link is only valid for 24 hours so please act immediately upon receipt!

Set Up

How to Set Up Your Exhibitor Center Virtual Booth
Navigate

How to Navigate the Exhibitor Center

  1. Home: find the welcome message from the event organizer as well as some statistics about your company.

  2. Company profile: view and modify the information of the company for which you are exhibiting.

  3. Meetings: manage meeting requests that are sent to your company.

  4. Contacts: view and export all the contacts made by your team before, during and after the event.

  5. Your team: manage the different members of your team.
Tip: A red dot indicates that you have a pending notification!

Set Up

How to Set Up Your Exhibitor Center Virtual Booth

How to Edit Your Exhibitor Profile

  1. Go to your "Exhibitor Center" from your computer or mobile phone

  2. Click on "Company profile" in the left side menu

  3. To add or modify information, click on the "Edit" button in front of the section of your choice
Edit Profile
Tip: Your profile is like your Virtual Booth. Use the header to add a custom video or banner designed for Virtual Engineering Week to draw in visitors.
Tip: Be certain to tag your Exhibitor Center Virtual Booth with your company type and product categories to attract your target audience!

Set Up

How to Set Up Your Exhibitor Center Virtual Booth

How to Get Your Video Link

Your video can be added to your Exhibitor Center from Vimeo or YouTube.


Click the button below to find out how to add the video from your selected platform.


To add a pre-recorded or livestream video follow these instructions, livestream videos will need to be hosted on youtube or vimeo.

Vimeo


  1. Go to the video you would like to upload to your profile.

  2. Select the Share button along the top, right hand corner of the video screen.

  3. Copy the link provided and paste it into the video URL bar on Swapcard.
Vimeo

YouTube


  1. Go to the video you would like to upload to your profile.

  2. Select the Share button under the bottom, right hand corner of the video screen.

  3. Click on Copy to receive a link and then paste it into the video URL bar on Swapcard.
YouTube
TIP: Need more help? You can find many different tutorials online that will walk you through the process.

Set Up

How to Set Up Your Exhibitor Center Virtual Booth

How to Add Documents

  1. Go to the "Company Profile" > "Documents" section of your Exhibitor Center.

  2. Click on "Add Documents" on the right of your screen.

  3. Paste the link of the document, website, video concerned or click on the cloud to import a file from your computer.

  4. Give the document a title (mandatory) and a description. Be careful to respect the maximum number of characters for each field: 40 for the title, 120 for the description.
Add Documents
TIP:  You can upload many different types of files!  Treat this section as your portfolio.

Set Up

How to Set Up Your Exhibitor Center Virtual Booth

How to Add Products & Services

  1. Go to your "Exhibitor Center" from your computer or mobile phone.
  2. Click on "Company profile" in the left side menu.
  3. Below "Documents", click "Products & Services" to start adding your featured products.
  4. To add a new product, click on "Add" at the top right of your screen.
  5. Enter a name and description (optional) before validating. The product editing window will appear so that you can add a marketing display image, a label flat, a link, a subcategory, a brand...
  6. All your products will now be visible from your Company profile, but also from the "Products & Services" section once we go live!
Step 6

Click to enlarge the thumbnail

Tip: Take advantage of the multiple product slots to upload your most interesting, relevant products!

Set Up

How to Set Up Your Exhibitor Center Virtual Booth

Branding Your Virtual Booth

Set Up Your Header Banner

  1. Upload a custom designed image for your event. We recommend using a 1200 x 675px (16:9 ratio) image, no larger than 1MB.

  2. Upload a custom video! We recommend creating a video 2 - 3 minutes in length that welcomes guests to your booth, offers a little background into your company, and highlights your signature products. First upload it on Youtube or Vimeo, then paste the ID in the Video ID bar.

Set Up your Sidebar Banner

  1. Upload images to your sidebar banner to attract people to your Virtual Booth. We recommend using a 1080x1920px (9:16 ratio) image, no larger than 1MB.

Set Up your Background Image

  1. Upload a 2560x1600px (16:10 ratio) image, no larger than 1MB.
TIP: You can upload many different types of files, including URL links.

Set Up

How to Set Up Your Exhibitor Center Virtual Booth
Add Member

How to Add Your Team Members

  1. Make sure all your booth staffers have registered for Virtual Engineering Week. You input your info and the name of your primary booth staffer when you completed Virtual Engineering Week's confirmation form. Additional staffers must register separately to attend the event Register Here

  2. Once they register and receive their Swapcard access email, you'll be able to add them as a member to your booth.

  3. Team members will receive an email notification once added to your booth, which will lead them to the Exhibitor Center.
Tip: Encourage team reps to participate and interact with guests for maximum lead generation. We expect lively participation in the Chat during the broadcast of Virtual  Engineering Week on November 30 - December 4, 2020.

Tip: Adding members to an exhibiting organization give them several privileges:

  • Ability to modify their company's page
  • Ability to answer and assign the meeting requests received
  • Ability to share with other members the contacts made during the event

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

If this is your first virtual booth, how do you start?

The objective and goals for your virtual booth should align with the goals for your company’s participation in the virtual event. Talk with your team to identify the direction to your company would like to go. It’s critical that goal definition be your first step, as it drives the decision you make regarding the build-out of your virtual booth.
Tip: Stand Out From the Crowd: What makes your brand and products unique? Highlight those differentiating features as you explain the benefits of your offerings.

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

What content should I add?

The main elements of a virtual booth are content (images, signage, logos, documents, links and staff). Your first job is content curator: Review all the content available and decide which content you place in your booth. The content should align with the goals you discussed with your team.
Tip: Be sure to write an optimized description for your company and booth in order to show up near the top of the search results.

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

Think of your profile video as your booth build. This is your theme, your design - make it inspire others!

Video is one of the most engaging ways to tell your company’s story. Don't have a professionally produced video to upload? Don't underestimate the power of your smartphone's recording capabilities! Grab your smartphone, find some good light, and put your heart on the line. Boom!

Tip: Feature a looped product demo here! Tip: If your video is your booth design, your sidebar banner is your flashing neon sign!
Tip: Video is only available for Platinum and Gold exhibitors. Contact your sales rep for availability on discounted booth upgrades.

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

Upload your newest or flagship products that you want to highlight for this audience.

Your products are what drive traffic to your booth. Get people interested in your brand and your story by catching their attention by showcasing your newest, most innovative products.

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

Don't forget to include important documents like your sales sheets or press releases, and add links to showcase your brand even more!

You can upload many different types of files, including URL links.

Tip: Use a trackable link for your own metrics!

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

Want to find out even more ways to enhance your Exhibitor Experience?

Innovation Showcase exhibitors are eligible for special incentive opportunities on this platform.


For more information, view Virtual Engineering Week's 2020 Exhibiting & Sponsorship Guide or contact your Sales Representitive for more information.

Enhance

How to Enhance Your Exhibitor Center Virtual Booth

How Matchmaking Works

By responding to custom questions and setting up meetings, you will become more visible to your target audience through the Matchmaking Recommendation Engine. Check out this PDF for specifics on how Swapcard’s artificial intelligence works and how to get the most from it!

Network

How to Network at Virtual Engineering Week

How to Navigate Swapcard

We know that this is likely the first time you'll be interacting within Swapcard. Check out this quick video and learn how to navigate the platform and make the most out of your time within your event!

Tip: Swapcard is the event platform!

Network

How to Network at Virtual Engineering Week

How to Connect with Others

  1. You can explore event participants through the "People" tab.

  2. There are 3 ways to find individuals to connect with.
    • Use the “Networking & Meetings” and “Virtual Booths/Meet Exhibitors” sections to find other people to network and connect with.
    • Search for a specific individual by typing their name, title or company into the search bar on the left-hand side.
    • Add keywords and criteria on the left-hand side to enhance the matchmaking algorithum that suggests people you should meet!
      • On the left-hand side, use the filters to explore individuals you want to meet based on job function, skills/interest and related categories.
  3. Click on the name of the individual you want to connect with to see that person's profile and meeting availability.

  4. We encourage you to write a message before sending your connection request to introduce yourself and explain the reason you're looking to connect.

  5. Then click “Send Connection Request."
Tip: Everyone is accessible through the "People" tab. Connect with attendees, exhibitor members, speakers and event staff! You can filter by a participant's job title, secondary job title, and skills!
Tip: Find more potential connections by interacting during sessions and visiting brands.

Network

How to Network at Virtual Engineering Week

How to Ask for a Meeting

  1. You can find participants through the "People" tab.

  2. On the left-hand side, use the criteria filter to specify the position of the individuals you want to meet with.

  3. Click on the name of the individual you want to meet with to see their profile and meeting availability.

  4. Click on one of the proposed time slots.

  5. After selecting a time slot, you'll be able to write a message to the person you want to meet. Let them know why you're interested in speaking more with them!

  6. Click “Send Meeting Request.”

  7. You will be redirected back to that person's profile and will see that your meeting request is pending.
Tip: A pending meeting blocks a meeting time slot. If you need to cancel or edit a meeting request, click "cancel meeting request" within the person's profile to see their availability again.
Tip: Avoid scheduling meetings during keynotes.

Network

How to Network at Virtual Engineering Week

Understanding How to Manage Your Meetings

We love networking! To find out more about how to assign certain team members to a meeting, manage your availability, respond to meeting requests and more, check out this link!
Tip: Check out these answers to some additional FAQ's about meetings.
Tip: Make sure that any booth meeting requests have been assigned to an individual from your company.
Tip: Designate a dedicated team member to monitor and assign meeting requests.

Network

How to Network at Virtual Engineering Week

How to Pull Your Leads

For your company:

  1. Click the name of your company under your name on the left-hand side.

  2. Using the menu on the left-hand side, click “Team’s Contacts.”

  3. Click “Export All” in the top right-hand corner and wait for the Excel file to download.

For your personal profile:

  1. In the top right-hand corner of the home screen, directly to the left of your name, click on the "Contacts" icon

  2. On the left-hand side click on “Download” in the “Export My Contacts” section.
Tip: Follow up with your leads within 24 hours of that initial contact to demonstrate optimal responsiveness.
Tip: Remember: A lead is someone who has demonstrated interest in your business. Help them to learn more!

Network

How to Network at Virtual Engineering Week

How to Increase ROI

Swapcard offers so many ways to improve the quality of your interactions within the platform to get the absolute most out of your time and investment. Check out this link for best practices to increase your ROI before, during and after the event.