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.

On this page we cover:

WHAT IS INCLUDED?

  • 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

YOUR VIRTUAL BOOTH

Sample exhibitor booth in the Virtual Event Platform

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 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
  • product spec sheets, marketing materials,  etc
  • list your reps with contact information
  • post booth staff hours

GET YOUR BOOTH READY! Your preparation checklist

December – Add Basic Company Details

  1. Log into your Exhibitor Portal (Can’t find your Exhibitor Portal Link? Let us know)
  2. Upload your company images — main logo and thumbnail
  3. Add any additional information on the “Profile” tab that you have ready

January – Exhibitor Rep Registration Opens

  1. A discount code for 2 complimentary registrations will be sent to you.
  2. Additional tickets can be purchased at a discounted rate of $199.
  3. Email us when your reps have been registered and we will add them to your booth as managers.
  4. Start drafting your marketing materials that can be added to the booth profile — this could be product spec sheets (PDF), banner ads (PNG/ GIF), video (MP4), etc. Visit your Exhibitor Portal (“Edit Design” tab) for image size specifications.

February – Start Planning Your Conference Experience

  1. Revisit your Exhibitor Portal to add any missing company details or design items.
  2. Finalize your marketing materials and upload to your Exhibitor Portal
  3. Start drafting and schedule some social media posts and include the hashtag #erl21 for them to load into the Lobby social media stream.
  4. 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. 
  5. Register your reps if you have not done so already.

March – It’s Go Time!

  1. Make sure your reps are registered by March 1st!
  2. Revisit your Exhibitor Portal to add any missing company details or design items.
  3. Confirm you have registered your booth reps.
  4. Attend the Exhibitor Practice Day on March 3rd.

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. A custom code was sent to your booth contact and can be found in your Exhibitor Portal under Exhibitor Instructions. Use that code to register for your complimentary tickets. 

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

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

CONNECTING WITH ATTENDEES

Exhibitors will be able to interact with attendees 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. Up to 25 people can join a live video booth at any given time, and it supports both video and screen sharing. No additional plugins or downloads required, it’s built right into the platform.

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.

Attendees can opt to turn their camera off, but still be present in the conversation over audio.

How do I do this?

  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.
send a message to an attendee in the private networking tab

One-on-One Messaging

Text and video chatting one-on-one will be similar to social media platforms – attendees and vendors can search for individuals in the platform and start a conversation.

How do I do this?

  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).
screenshot of create a group
screenshot of the group chat networking section

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

Public Chat Streams

The Lobby has a dedicated Public Lobby Chat stream for all attendees to participate in. Each Short Talk, Session, and Exhibitor also have Public Chat streams. These chats are visible to all attendees and are not private. It’s a great way to say hello to the group and say where you’re from to break the ice. There will be daily ice breakers in the chat streams. Since these chats are public and not private, they will not appear in your Notification List (bell icon).

How do I do this?

  1. Select a short talk, session or exhibitor.
  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. 

*IMAGE TO COME*

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

Lead Retrieval works a bit differently for a virtual event. Some attendees will stop by your booth and just peruse your information or join the “Join Live” video presentation like an attendee would walk by your booth in the Exhibit Hall. This is tracked in the Networking tab on the Virtual Event Portal. 

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 & COMMUNICATION

How to access:

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

What information is included:

Exhibitors can see the list of attendees who visited their booth in real-time and can quickly engage with the attendee in a few clicks.  This is different from Lead Retrieval, you will need to proactively reach out and start a conversation over text or video, this information is not captured in the Lead Retrieval module. This tool is meant for real-time engagement and networking during the conference. 

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

LEAD RETRIEVAL

How to access:

Go to your Exhibitor Portal –> Lead Retrieval tab

This will be available in your portal starting March 8th.

What information is included:

When an attendee visits your booth and selects “Request Information”, that attendee’s contact information along with any optional notes the attendee submits will be accessible and available for you to download. If an attendee has added an RFP or additional files to their profile for exhibitors to review, this information will be available in your Lead Retrieval list. This information is useful during the conference but also post-conference. 

Note: Only attendees who click the “Request Information” tab in your booth will have their information appear in this list. The remainder of contacts and networking is available in the Networking tab of the Virtual Event Portal.

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.

Sessions take place ~9:00 am – 5:00 pm all four days of the conference.

  • 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 being tracked in your Lead Retrieval and Networking tabs 24/7.

All times listed are Central Time.

Monday, March 8th – Sessions Live from 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 from 9:00 am – 5:20 pm

Ideal Booth
Presentation Times:

  • 11:30 am – 12:05 pm
  • 2:25 pm – 3:00 pm

Wedneday, March 10th – Sessions Live from 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 from 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.