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Virtual Booth – Step-by-step Instructions
Before you begin populating your virtual booth, you should have already prepared the desired background image for the booth as well as all necessary media that you will make available at your booth. Ensure that your media have descriptive and unique names so that you can easily find them in your media list.
The sequence of necessary steps:
- Uploading of background image file
- Uploading of logo file
- Uploading of additional media (documents, videos, graphics)
- Design of the booth
- Select the background image
- Select the logo
- Enter texts and contact information
- Place widgets
- Booth preview
Set-up of a Virtual Booth with a Widget
In the following example we set up a virtual booth with all essential settings and a link to download a brochure.
Access the EXPO-IP CMS-System with your login data.
All media have to be assigned to a virtual booth. If you manage several booths within one exhibition, choose the booth where the media should be accessible. If you manage only one booth, this booth is assigned by default.
Now upload the booth background image, give it a name and ensure that the media type „Background Image“ is selected. A description of the background image is unnecessary. Select the status „Live“ and save your selection.
Please make sure to keep the file size of the background image as small as possible to keep the data volume as low as possible, which is especially important for smartphone users.
(3) Uploading the media type „Logo“ (attention to dimensions!)
By clicking once more the button „Upload media“, upload your company logo. A company logo is an image (format JPG, PNG orr GIF) with the following dimensions:
- Width: 350px
- Height: 200px
Also for the company logo no description is necessary. Give this medium a name (for example, company logo). Please ensure that you have selected media type „Logo“ and click on the status „Live.“
(4) Uploading additional media
Using the button „Upload media“, upload all the media files that you would like to make available to visitors. Name each file conclusively and always choose the appropriate type of the file. For example, you can use pdf documents for brochures, fliers, product information or even job offers. You can also upload videos or images that you might want to use in one or more image galleries. With the exception of the logo and background image, it is advisable to add a brief summary description of the content. For pdf documents, meta tags can also be added. The summary descriptions as well as the meta tags will be utilized by the EXPO-IP search engine.
Click on the status „Live“ and save your settings.
Uploading a video
Please note: Uploaded video files cannot exceed 512 MB. If you wish to display videos larger than 512 MB in size, please use the services of Youtube or Vimeo. Upload the video to the platform of your choice and then use the widgets „Youtube“ or „Vimeo“ in the EXPO-IP CMS.
(5) Design of the booth
From the menu on the left, select „Booths.“ Then click on the pencil to the right to configure your booth.
a) Selecting the background image
Under the tab „Booth,“ in the field „Booth Image,“ select the previously uploaded background image for your virtual booth and save your selection.
c) Entering texts and contact information
Texts and contact information are generally entered under the tabs „Settings“ and „Contact information.“
Under the tab „Settings,“ please enter the description of and catalogue text for your exhibition. This information is important for the search engine as well as for users visiting your exhibition on a smartphone.
The tab „Contact information“ contains the field to enter your company details. Your company adress is relevant for Google Maps. The field „Contact email“ has to be completed as the message being sent by contact form will be delivered to this email address.
To connect to your social media company profiles, you can enter the respective links in the fields provided for that purpose. The links must always begin with https:// .
d) Positioning the widgets
After the basic settings have been configured, we will make use of our first widget to allow the user to download a brochure. Please select the tab „Booth“ for that.
Click on the pulsating circle and hold down the mouse button to drag the widget to its desired location. You also have the option to use the X and Y coordinates for pixel-precise positioning.
Before continuing the set-up, save your widget position!
After the widget was positioned and saved, you can edit and add content to it by clicking on the pencil symbol.
Visitors with a deskotp PC will see a pulsating circle on the virtual booth at the location where the widget was positioned. When visitors put their cursor on this spot, they will see the text that was added into the field entitled „Tooltip.“
Again the X and Y coordinates can be used at this point for precise positioning of the widget. Alternatively, you can correct the position in the „Booth“ view.
In the field „Download“ select the file that is to be provided for download. The file – in this case a pdf – was previously uploaded under the menu button „Media“ – which is the only way to make it selectable in the „Download“ area here.
Smartphone users will not see the widget markings (pulsating circles). The smartphone user will first see the background graphic of the virtual booth, followed by the company logo and the furnished description. Then follows the information for the widgets in the order determined previously by the booth operator. The order of the widgets can be set by numbering them. Following the widgets, the user is presented a contact form, your contact information and the location of your company on a map.
Clicking „Save and back“ will return you to the booth view with your created widgets.
(6) Booth preview
To preview your booth, click on the preview symbol. The preview will be displayed in a new browser tab.
To simulate the view a smartphone user will see, size down your browser window accordingly.
(7) Logout / Signing out
To sign out of the administrator console, click on the button „Sign out.“