Exploring trends, technologies, e-resource management, and digital services in libraries.

Exhibitor Logistics

Welcome, 2021 Exhibitors!

The exhibiting experience will be different this year for sure, but we’re excited to show you the tools available for you to connect with your customers, meet new ones, and reach the goals you have set for your time at our 2021 Virtual Event. We know our attendees and vendors come to ER&L not just for education but for the connection. Our team is dedicated to ensuring you’re able to make those important connections until we can meet in person again.

March 3 = Practice Day for Exhibitors

–> Log into the Virtual Event Platform on Wednesday, March 3rd anytime between 1:00 pm  – 3:00 pm Central for a final walkthrough before the conference starts.

What to check on 3/3:

  • Confirm you are pleased with the design of your booth content
  • Confirm your booth managers are listed properly
  • Confirm your booth hours are listed in your company description
  • Run through the booth functionality ex: start a booth presentation
  • Booth Managers: complete your profile by clicking Account

Your Virtual Exhibit Preparation Checklist

  • Complete your Exhibitor Profile in your Exhibitor Portal (Can’t find your Exhibitor Portal Link? Let us know)
    • Upload your company images — main logo and thumbnail
    • Add files for products or other information
    • Create your booth manager attendance schedule and add it to your company profile — this is a great way to let attendees know when you will be at your booth. 
    • Email us when your reps have been registered and we will add them to your booth as managers.
  • Draft and schedule some social media posts and include the hashtag #erl21 for them to load into the Lobby social media stream.
  • Make sure your reps are registered by March 1st!
  • Attend the Exhibitor Practice Day on March 3rd.
  • Booth reps — update your profile on the Virtual Event Platform once you get your credentials via email

WHAT IS INCLUDED WITH YOUR BOOTH?

  • A booth in the virtual event platform 
  • Real-time lead retrieval (no separate system or fee)
  • 24-7 exhibit hall access
  • Networking with the attendees 
  • Video conference with multiple attendees right from your booth without extra software or external services
  • Conference access for two (2) staff

THE ONLINE TOOLS

Exhibitor Portal

  • This is where you will manage all of your company details, profile, and file attachments. 
  • This is also where your leads will live for the “Request Information” lead retrieval (more details below). 
  • Can’t find your Exhibitor Portal Link? Let us know
  • The platform all registered attendees will use to access the Sessions, Exhibits, Short Talks, Sponsored Sessions, Networking, Yoga sessions, Game Sessions, etc.
  • This is the site where your booth functionality takes place.
  • Logins and passwords to the platform will be emailed to all registered attendees.
  • Access to the password-protected platform begins March 1 for testing.
  • All attendees will have full access on March 8. 
  • The platform will remain open for communication in the lobby, sessions, exhibit booths and networking areas until March 31. 
  • Exhibitor information is listed on this website, but there is no booth functionality or attendee interaction.
  • This is a limited window into the program and attendees who add sessions to their personal schedule will find those selections in the integrated Event Platform.

YOUR VIRTUAL BOOTH

The virtual booth will have many of the same features as an in-person tabletop exhibit including interacting with the attendees. Each company will have its own company profile that attendees can view and interact with during the conference.  

Your company profile is managed in the Exhibitor Portal and can house the following details accessible to attendees in the Virtual Event Platform:

  • a detailed company description
  • multiple custom images
  • social media links
  • video reels and YouTube links
  • product/ service information
  • uploaded documents (product spec sheets, marketing materials,  etc)
    • Unlimited number files accepted
    • Max file size = 25MB/file
  • a list of your reps with contact information
    • Once you register your reps, we will assign them to your booth.
    • Reps can update their profiles starting March 1 once they receive their login credentials.
  • post booth staff hours in Company Description

REGISTER YOUR BOOTH REPS BY MARCH 1st

Each booth includes 2 complimentary registrations to attend the conference. Please register your reps as soon as possible so they are fully engaged in the platform and have the best possible experience. Registration must be done by March 1st to use your complimentary tickets. Registrations that come in after March 1st may be subject to full ticket fees. 

STEP 1: Register for your complimentary tickets using the custom code sent to your booth contact and found in your Exhibitor Portal under Exhibitor Instructions. 

STEP 2: Register additional booth reps at the discounted rate using the link in your Exhibitor Portal. 

STEP 3: ER&L Staff will assign your representatives to your booth 

Can’t find your Exhibitor Portal Link or comp code? Let us know

CONNECTING WITH ATTENDEES

Exhibitors can interact with attendees on the Virtual Event Platform in multiple ways:

  • booth presentations and demos
  • one-on-one messaging
  • networking group chats
  • public chat streams
  • social media feeds

Notes: Please review the Code of Conduct; it applies to all communications made on the platform.

Booth Presentations/ Demos

The “Join Live” tool is a powerful feature that transforms your virtual booth from a static experience to one which allows you to host a live meeting at your booth. Host public demos, questions/answers, and truly mimic the face-to-face instant availability we are so used to. 

  • These chats can be for organic conversation while “stopping by” the booth and/or pre-scheduled demos or meetings.
  • Up to 25 people can join a live video booth at any given time.
  • Both video and screen sharing are supported.
  • No additional plugins or downloads required, it’s built right into the platform.
  • Attendees can opt to turn their camera off, but still be present in the conversation over audio.

How do I stream live from my booth?

  1. Most important – let people know you are streaming live! Note in your Public Booth Stream and on social media (tagged #erl21) that you’re currently live in the booth.
  2. Click “Join Live” at the top of your virtual booth. 
  3. Start presenting when others join the stream.

Public Exhibitor Chat

Your booth has a Public Chat stream on the right-side. Anyone who comes to your booth to interact with your reps or other attendees that stop by.

  • These chats are visible to all attendees and are not private. 
  • These chats will not appear in your Notification List (bell icon).

How do I do this?

  1. Go to your booth.
  2. Visit the chat widget on the right of your selected page.
  3. Enter a message (text and emojis) and click “Send”. 
  4. The chat stream will continue through the conference. 

Contacting Attendees Directly – while they’re in your booth

Just like an in-person exhibit hall, you can interact with attendees directly from your booth. 

  • Your booth will display the current number of attendees in your booth at the top of your Public Booth Chat.
  • This information will be recorded as someone who “stopped by” your booth, you can see this via “Networking –> Booth”. 

How do I privately chat with the attendee while they are at my booth?

  1. Click the person icon above your Public Booth Chat.
  2. Select the attendee’s name.
  3. Enter the message and click “Start Chat”.
  4. The attendee will receive a pop-up that you’ve reached out to them.

Contacting Attendees Directly – Private Chat via Networking

Text and video chatting one-on-one will be similar to social media platforms.

  • Attendees and vendors can search for individuals on the platform and start a conversation.
  • These become private chats between the attendee and the Booth Manager and are visible only to them.
  • These chats are not public.
  • They will appear in the booth rep’s Notification List (bell icon).

How do I find an attendee and chat with them privately?

  1. Use the “Networking” tab and select “People” to search for attendees by name. 
  2. Click “Start Chat” to send a Private Message.
  3. The recipient will receive a pop-up of your chat and a record in their Notification List at the top right corner (bell icon).
  4. As chats progress, you will hear a chime and receive updates in your Notification List at the top right corner (bell icon).

Contacting Reps Directly – Private Chat

  • Booth Managers can be contacted directly from your booth by clicking “Start Chat” next to the rep’s name.
  • These become private chats between the attendee and the Booth Manager and are visible only to them.
  • These chats are not public.
  • They will appear in the booth rep’s Notification List (bell icon).

To find a chat an attendee has sent you:

  1. When an attendee messages you, you will receive a pop-up of the chat and a record in your Notification List at the top right corner (bell icon).
  2. Click Private Chats at the bottom left of the screen.

This information will be recorded as someone who “stopped by” your booth, you can see this via Networking –> Booth. 

Networking Group Chats

Hop on over to the Networking tab to chat with other “birds of a feather” or create your own chat group right on the platform.

How do I do this?

  1. Use the “Networking” tab and select “Groups”
  2. Find an already established group or start your own on a new topic
  3. Join the video call, if it is currently running, or leave a group message in the chat column on the right

Lobby Social Media Feed

Are you announcing product updates or something else exciting?  Want to promote a scheduled video chat or demo at your booth?

How do I do this?

    1. Share your message on social media and tag #erl21 and it will display in the social media feed in the Lobby for all attendees in a rolling feed. 
    2. If you are conducting a booth presentation, please have your Booth Manager add that information to your company description (via the Exhibitor Portal). 

WHEN ATTENDEES VISIT YOUR BOOTH

Attendees can stop by a booth on the Virtual Event Platform 24-7, your information will be available to them regardless of the time zone. During the conference, we will have times with minimal content streaming and attendees will be directed to visit the Exhibit Hall and peruse the booths. During those times, you should be at your booth ready to greet attendees. Since the Exhibit Hall will be available continuously during the days of the conference, you may or may not be at the booth when someone “stops by.”

Here is what to expect when an attendee visits your booth:

If your staff IS at the booth:

  • the platform will track the list of attendees who visit your booth in real-time.
  • the attendee can read all of the information you have posted on your profile.
  • the attendee will be able to click “Request Information” which will send you, in real-time, their contact information and questions via Lead Retrieval.
  • the attendee can leave a message in the Public Exhibitor Chat dedicated to your booth.
  • the attendee can contact your individual representatives (managers) directly. 
  • the attendee can join a live video call using the “Join Live” feature in your booth. Up to 25 people can join your video stream within the platform at any given time. 

If your staff is NOT at the booth:

  • the platform will automatically track that an attendee has stopped by and their information will be included in your leads.
  • the attendee can read all of the information you have posted on your profile.
  • the attendee will be able to click “Request Information” which will send you, in real-time, their contact information and questions via Lead Retrieval.
  • the attendee can leave a message in the Public Exhibitor Chat dedicated to your booth. 
  • the attendee can contact your individual representatives (managers) directly. 

ACCESS YOUR LEADS/ INFO REQUESTS

The Virtual Event Platform will capture all of the interaction of attendees within your booth. Some attendees will only stop by, some will engage with your reps in the booth.

  • Attendees who stop by your booth will be logged in the Booth section of the Networking tab.  This information will be tracked regardless of if they interact with your team or just view your information.  
  • Others may just stop by and select “Request Information” like dropping off a business card. This is tracked in the Lead Retrieval tab of your Exhibitor Portal.

Read below for details:

NETWORKING

How to access:

Go to the Virtual Event Portal –> Networking –> Booth

What information is included:

Anyone who stops by your booth, even if they do not interact with you in the booth, will be captured on the Booth tab within the Networking section. This information is real-time so you can quickly engage with the attendee in a few clicks.  As an exhibitor representative, you will need to proactively reach out and start a conversation over text or video. This is separate from Lead Retrieval (see below).

Post-conference, ER&L will provide you with a report summarizing the virtual booth visitor data in aggregate.

LEAD RETRIEVAL/ INFO REQUESTS

How to access:

Go to your Exhibitor Portal –> Lead Retrieval tab

What information is included:

Lead Retrieval is a very specific list of attendees: only the people who have proactively clicked “Request Information” within your booth appear in this list. If an attendee has added an RFP or additional files to their profile, this information will be available to you. This is the digital version of an attendee dropping off their business card. 

Note: Contacts in Lead Retrieval will appear in the Booth tab within the Networking area when they stopped by your booth. You should see their information in both locations (Lead Retrieval and Booth tab) if they click “Request Information” in your booth. 

LEADERBOARD/ GAMIFICATION

We want to encourage engagement with the platform during the ER&L conference. One (fun) way to do this is through our platform gamification called “Leaderboard” in the Virtual Event Platform.

We will be sending out codes throughout the conference to gather Leaderboard points for prizes. We’ve prepared some codes for each exhibitor and emailed them to your Booth Contact. You are encouraged but not required to post these in your booth or share them with your booth managers to share directly with visitors.

DAILY SCHEDULE & TARGETED EXHIBIT TIMES

The Virtual Event Platform will be accessible 24/7 during the days of the conference for all attendees and exhibitors to engage in the platform.

  • Monday’s and Tuesday’s sessions span all of the ER&L Tracks.
  • Wednesday’s and Thursday’s sessions have been scheduled thematically. Below we have listed those themes to assist you in scheduling your booth demos/ presentations to coincide with the themes. 

The Exhibit Hall will be open 24/7 during the days of the conference, and we’ve listed targeted exhibit times below. You are not required or expected to be at your booth during the full set of session live hours each day. As noted above, all of the traffic coming to your booth is constantly being tracked in your Lead Retrieval and Networking tabs.

All times listed are Central Time.

Monday, March 8th

  • Sessions Live: 9:00 am – 5:00 pm
  • Ideal Booth Presentation Times:
    • 11:45 am – 12:20 pm 
    • 2:40 pm – 3:15 pm

Tuesday, March 9th

  • Sessions Live: 9:00 am – 5:20 pm 
  • Ideal Booth Presentation Times:
    • 11:30 am – 12:05 pm 
    • 2:25 pm – 3:00 pm

Wednesday, March 10th

  • Sessions Live: 9:00 am – 5:10 pm
  • Session Themes:
    • 9:00 am – 11:20 am: Open Access Models, Access
    • 11:55 am – 2:15 pm: eResource Management, Data in Libraries
    • 2:50 pm – 5:10 pm: Usage, Tools, Budget, Collaboration
  • Ideal Booth Presentation Times:
    • 11:20 am – 11:55 am 
    • 2:15 pm – 2:50 pm

Thursday, March 11th

  • Sessions Live: 9:00 am – 5:10 pm
  • Session Themes:
    • 9:00 am – 11:20 am: eResource Management, Access
    • 11:55 am – 2:15 pm: eResource Management, Access
    • 2:50 pm – 5:10 pm: Scholarly Communications, Open Access 
  • Ideal Booth Presentation Times:
    • 11:20 am – 11:55 am
    • 2:15 pm – 2:50 pm

Please review the Code of Conduct. It applies to all communications within the Virtual Event Platform.