Manage meetings with visitors

READY FOR EDIT AND SCNSHT NOT VISIBLE TO PUBLIC

Before you begin

You need to be added to your exhibitor suite as a team representative before visitors can connect with you. Exhibitor admins can add representatives in the suite editor.

Set your availability

As a representative of your team, you set your availability in your personal profile.

Click the Profile icon in the navigation bar to go to your personal profile. There are multiple sections for availability:

My Availability

This is the general time range when you’re available to schedule meetings. Don’t worry about timezones! It automatically adjusts to your local time. To set it:

Under My Availability Select the time you become available from the Online at dropdown menu.
Select the time you become unavailable from the Offline at dropdown menu.
Click Save at the bottom of your profile.

Away Dates

These are specific days and times that you’re unavailable. Set these ahead of time or add more as needed. To set one:

Click Add new date.
The default date is today’s date, for one hour. To change it, click the default date to open a calendar.
Select a date range from the calendar by clicking two dates. Successfully selected dates are highlighted. To just select one date, click the same date twice.
To the bottom left of the calendar, select the time you go away on the first date.
To the bottom right of the calendar, select the time you come back on the last date.
To confirm, check the range listed at the bottom of the calendar.
For example, 2/16 03:00 PM - 2/17 07:00 PM means that you’re away starting on the 16th at 3 PM until the 17th at 7 PM.
Click Apply to set the date. Then Click Add away date to add it to your profile.
Click Save at the bottom of your profile.

Allow personal contact

Turn on Allow members to contact me to let visitors use the Talk Now button in your exhibitor suite. This also lets people contact you outside of your suite. They can send messages and schedule meetings through your personal profile.

When visitors click the Talk Now button

The Talk Now button shows up under your name if you:

Turn on Allow members to contact me in your personal profile.
Are logged in and viewing your exhibitor page.
Don’t have a session or other meeting on your schedule during that time.
Turn off Do Not Disturb in the Members tab.

You can’t see your own button, but other people can. We recommend testing it with other representatives from your team to confirm it’s set up.

Remember, you need to have your exhibitor page open on your computer to get calls.

When a visitor clicks Talk now:

An alert appears at the bottom of your screen with the caller's name and photo. There’s a ringing sound like a phone call. The alert lasts for 30 seconds.
If you decline the call by clicking the X icon, the caller is told you’re busy and they should try again later.
Click the Phone icon to accept the call. You and the caller automatically enter a private video call on the site.
Click the Video and Audio icons at the bottom of the screen to turn on your camera and microphone. You can also use the Chat box on the right side of the screen to send messages.

When visitors click the Schedule button

The Schedule button always shows up under your name unless you turn on Do Not Disturb in the Members tab.

You can’t see your own button, but other people can. We recommend testing it with other representatives from your team to confirm it’s set up.

When a visitor clicks Schedule:

They select a time from your calendar. They can only select times you set as available. We also prevent double-booking by blocking your calendar when you schedule sessions or meetings.
You get a notification by email and directly on the site. Click the Bell icon in the site navigation bar to see notifications.
To go to the meeting information page, click the meeting notification on the site. Or in the email, click View meeting.
Click Attend at the top of the page to accept the request and add the meeting to your schedule.
When it’s time for the meeting, go to your Schedule in the navigation bar. Click the meeting to enter a private video call on the site.
Click the Video and Audio icons at the bottom of the screen to turn on your camera and microphone. You can also use Chat on the right side of the screen to send messages.

About the “Connect with us” section

The Connect with us section has Talk Now and Schedule buttons that aren’t attached to a specific representative from your team. When a visitor clicks these, they connect with the next available representative.

Invite others to a meeting

If you’re already in the meeting:

Copy the URL of the breakout room you’re in.
Send the link to the person you want to invite. You can do this by email or a Direct message on the site.
To enter the meeting, they need to be registered and log in to the site.

If the meeting is scheduled for the future:

Go to your Schedule in the navigation bar. Click the meeting to go to the meeting information page.
Click Invite others.
Type someone’s name in the Search bar.
Click the circle next to their name to invite them. A Checkmark appears.
Search for and invite more people. The total number of people you invite appears at the top of the pop-up window. For example, Invite + 2.
People you invite get a notification by email and directly on the site. They need to click Attend to accept the invite and add the meeting to their schedule.
When they accept, they’ll show up as an attendee on the meeting information page.

Cancel a scheduled meeting

Go to your Schedule in the navigation bar.
Deselect the Attending button on the meeting to take it off your schedule.
If the meeting only includes two people, this cancels the meeting for everyone. The other person gets an email notification that it’s canceled.