Sponsor and Exhibitor Rooms

InEvent author Updated 2 months ago by Bissen Ouesleti

Creating a Virtual Room for your sponsors and exhibitors
Who can speak in my Sponsor and Exhibitor Rooms?

Having dedicated virtual rooms for each sponsor and exhibitor provide multiple benefits for these companies supporting your event. Straight from the Virtual Lobby, they have the means for engaging and networking with attendees, building relationships, and expanding their reach in their target audience.

Creating a Virtual Room for your sponsors and exhibitors

If you'd like your sponsor to have a dedicated room in the Lobby, go to Event > Sponsors, select the sponsor, click on the Edit button, scroll the page down and tick the Virtual Room checkbox. Click on End when finished, to save the changes that were made.

The same process goes into creating a virtual room for your Exhibitors. Go to Event > Exhibitors, select the exhibitor, click the Edit button, scroll down the page and tick the Virtual room checkbox. Click on End to save changes.

The Virtual room checkbox will only be displayed if the Virtual Lobby tool is enabled at the Event tools.

If you have already checked the Virtual room box as shown above, unchecking it will not only disable the room, but it will also delete all analytics and data associated with the Sponsor or Exhibitor room.

To avoid losing the data associated with the room, consider setting the room as Invisible instead. To do so, scroll down to the bottom of the screen and change the Visible option to Invisible (as shown below):

Adding a room cover

Once the room is created, you'll be able to upload a room cover. If you leave it blank it will be a block color. The desired size for it is 560 x 320 (px by px).

This is how the room cover image will be displayed to participants in your Virtual Lobby:

Getting the room link

The room link is the URL for accessing the sponsor or exhibitor's virtual room. Please note that users must already be logged into the platform with their Magic Link or password credential for it to be accessed.

Setting the room host

The room host will be in charge of managing the stream, being able, together with event admins, to invite viewers to go on camera and join the transmission. Room hosts are also able to join the sessions by sharing their cam/mic, moderate chats, add/remove files available for download and also have access to the private chat even when not presenting. To learn more about permission levels on sponsor/exhibitor rooms please check this article.

Choosing the maximum number of presenters in the room

Here you will set the maximum number of people you want to be on camera simultaneously in the room. If you are using Videoconferencing as your room video mode, you will be able to have up to 17 presenters in a room.

Choosing the room video mode

You can select your room video mode from Pre-recorded, Video conferencing, and External Link. For more information about each of them, please check the article choosing your room video mode.

Depending on the room video mode chosen please make sure you have a room host selected. Besides having room host permissions, the room host will also be able to edit the Sponsor/Exhibitor profile.

When using the External link as the room video mode, the Sponsor mini biography and feedback pop-up if enabled will not be available as the link leads to a different platform outside the Virtual Lobby.

In addition, if you enable the Instant external links tool, you will not see the You are joining now window pop-up when trying to join the sponsor room. The room will automatically redirect you to the external platform. The gifs below show the behavior before and after enabling the Instant external links tool:

To learn how to select a video provider and a low latency endpoint for your sponsor and exhibitor rooms, please check this article.

Asking for feedback

For a feedback form to pop up after the user leaves the sponsor or exhibitor room, you should enable the option Ask for feedback when leaving.

Once this option is enabled, you can press Edit to add questions to the feedback form. Click here to learn how to do that.

You can also share this feedback form via email or social media. To retrieve the feedback form link, click on the Preview button of the feedback form page on the backend.

This is what the pop-up feedback form will look like:

Hiding tabs

To hide the People, Chat, and Files tabs from the sponsor and exhibitor rooms, select the sponsor or the exhibitor on the left, press Edit, tick the box of the corresponding tabs, and press End to save the changes.

Adding files

To learn how to add files to your sponsor and exhibitor rooms, please click here.

Uploading mp4 videos in the room

The room host and admin are able to upload .mp4 files from the front-end inside the sponsor or exhibitor rooms. To do that follow these steps:

Click on a sponsor or exhibitor room to open it and make sure the turn on pre-recorded content toggle button is off.
Click on the settings icon at the top of the room, then click on upload video.
Click on select video, choose your video and click on Upload.
Turn on pre-recorded content to watch the video after the upload is completed.

Who can speak in my Sponsor and Exhibitor Rooms?

The following will be enabled with speaker controls when entering the Sponsors and Exhibitors' Virtual Rooms:

The room host that has been assigned.
Event Admins.
Any attendee added to the People tab in your Sponsor or Exhibitor settings.
Any participant that accepts an invitation from the room host admin.
Users granted the Staff permission.

To learn more about other features that can be used by your sponsors, check this article this article and for your exhibitors check this article

Sponsor and Exhibitor Rooms