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How do I create Exhibitor Sessions? (Virtual Events Only)
How do I create Exhibitor Sessions? (Virtual Events Only)

We will walk you through how to create your Virtual Exhibit Hall experience through our Exhibitor Sessions!

Kacie Ferguson avatar
Written by Kacie Ferguson
Updated over a week ago

Let's get you started on creating your Exhibitor sessions for your virtual event! Follow along to the information below:

There are two ways to add your Exhibitor Sessions into your virtual event:

Unless you are loading 40+ Exhibitor Sessions, we recommend adding them one by one so you don't miss any important details. Don't worry, it won't take you that long!

To Create One Session at a Time:

Click on the Sessions section in Expo Classic:

Click on Add Session in the right-hand corner:

Input the necessary information for your session:

  • Title, Start Time, End Time, Location and Session Type are all required.

    • Title can be used for Company name

    • State Time and End Time must be listed in a 24 hour period. Can be listed all day.

    • Location can be: Virtual, Online, Exhibitor Booth, etc.

**When entering the Start Time and End Time, the times and dates will not appear on the virtual event for the attendees. The Start Time is only used to order the Exhibitor sessions on the Exhibitors list. With that being said, here are some suggestions on how to use the Start Time as a way to order/ prioritize your Exhibitor Sessions:

  • Exhibitor Sessions are listed in chronological then alphabetical order. Put your PREMIUM spots at the earlier times and continue from there. EX:

    • Platinum sponsors Start Time: 8:00am

    • Gold sponsors Start Time: 8:05am

    • Silver sponsors Start Time: 8:10am

When completing the above information, the most important detail on this page is going to be the Session Type.

  • For an EXHIBITOR session, your Session Type MUST be Exhibitor. This will create a second schedule, inputting the Exhibitor Session, also known as Exhibitor Booth in the appropriate schedule.

  • The Attendee Session Fields are for in-person events only. No need to worry about these for your virtual event!

  • Validating Registrants means that an attendee has to have the Session on their "My Schedule" in order to be able to attend. They can do this through Session Pre-Registration, or by clicking ADD on the Web App.

  • Drag and drop materials is where you can upload your Session Materials.

    • The Session Materials must be less than 10mb and PDF, txt, doc, xls, PNG, JPEG formats only.

To input your Speakers (or Key Contacts) into the Exhibitor Session, click on Create New Speaker.

Here you can add as much information about the Key Contact as you'd like. We require first name and last name.

  • Bios are up to 2000 characters, spaces included.

  • Head shots should be a 1:1 aspect ratio with a 300x300 pixel minimum.

  • Once created, you'll be able to control which Speaker is assigned to each Session by clicking on their name, and clicking ADD:

Continuing Education will usually not apply to your Exhibitor Session. Skip this section.

The Session Feedback is only used for in-person events - so no need to do either of those!

You've done it! Onto your next Exhibitor session! 🎉

To Add Multiple Sessions at Once:

1. Click on the Upload Multiple Sessions tab on the left-hand side of the page.

  • Here, we’ve provided a sample template to base your document on:

    • The document must be in CSV format.

    • We Require Title, Start Time, End Time, Location and Session Type.

      • The Session Type listed as Exhibitor to upload multiple Exhibitor Sessions at once.

2. Once you’ve uploaded your file, drag and drop the corresponding tiles from the left-hand column to the right.

3. When you are finished, click “Save”.

4. If you click back to the “Sessions” tab, you will see all your sessions have been uploaded. (this may take a moment to load depending on the amount of information)

  • These can be edited individually at any time:

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