Hopin Exhibitor Familiarization

Steve Mickley
Steve Mickley
Last updated 
Thanks for the interest in hosting a booth at one, or more, of our virtual Design & Build Conferences!

If this is your first time, welcome! If not, this is probably your first time using the Hopin virtual conference and trade show platform. We are all learning together.

You're probably wondering what you'll be committing to. No problem, it's not too complicated and we hope you find it to be fun.

First, let's watch a short video about building a Hopin virtual exhibit booth: AIBD.org/virtual-exhibit-tutorial

The AIBD staff will be handling all of the set up of your booth at the event. So you don't have to do anything directly. We will handle everything. 

However, we can build your booth exactly the way you want it. Here are the customization options you have; as quickly as you can, please pass on to us the information, content, links, files, etc.

Here's what your virtual booth will include:

Basic Info
  • Company Name (required)
  • Headline (required)
  • About (required) 
  • Twitter ID (optional)
  • Event offer (optional) You may choose to include a special offer, such as a percentage off of a product, a coupon code, a giveaway, a free trial offer, etc. This is a text-only field.
Video: Pre-recorded, live stream, or live session
You or a team member can be on live webcam with guests. Up to 10 people can be on camera, including attendees. Lastly, you can create a custom stream using RTMP to hybridize your booth. Meaning, if you have a physical event booth, set up in your office, and you'd like to record it live for the online Hopin event booth, you can use RTMP.

If you choose a live session in your vendor booth, you can then choose whether you want it to be open or moderated or invite-only. An open vendor booth lets people join on a live camera as they please. A moderated vendor booth (you would be the moderator), requires your approval for attendees to join on live camera. Invite only means you would be the only one able to participate on a live camera.

Note: A moderated session is a good way to set up a "queue" where you control whom you video chat in the booth and the time at which they enter and leave (i.e., you can boot them out if you wish). Anybody can watch a session, but a moderator controls who is allowed on video.

Call To Action (ACT) button
The blue button in your booth can be customized in two ways. The first is the Register Interest option -- the vendor (you) will receive an email that contains the attendee's contact information. The second option is the Link to Website option. This can be a PDF download, calendar link, e-commerce link, or even a link to another part of your Hopin event (i.e., a private session). It's up to you. If you do choose the "Link to webpage" option, provide us the details so we can change the button text accordingly.
How do I enter my vendor booth at a Hopin event?

Here's what you need to know THE DAY OF the event:
Enter the conference just like an attendee. Which means you'll have all the same access a "Full Registrant" has. That way, you will be able to virtually rub elbows everywhere throughout the conference.

Use this link to watch a short attendee tutorial video: AIBD.org/virtual-attendee-tutorial

When it's time for the event, head to the registration page five minutes before the event starts. Click Enter Event.

It's important to make sure you are "in" your vendor booth at the Hopin event when it's time. This will allow you to answer questions in the Live Booth Chat and be on live camera to engage with visitors if you've chosen that format.

To enter your booth, click Expo on the lefthand side and find your booth. Click it to enter. 

If it's a pre-recorded video, then your job is easy. Just man the Booth chat. TIP: Use the Event chat to invite people to your booth.

If it's a live session and it's Open, click Participate. Make sure you've given browser permissions for Hopin to use your camera and mic. 

If it's a live session and you are the moderator, click the blue button Start Session. Again, make sure Hopin can use your camera and mic. Select your audio and video devices and hit Apply and Join Session. You're live! 

When people request to join a moderated session, you'll see their name pop up in the moderation panel below. Click their profile image to allow them to join. They then select their AV devices and will be on camera shortly. Click the RED button on their screen to remove them.

There you go! That's how you enter and run your vendor booth at a Hopin event. 

Let us know if you have any questions!

Steve Mickley, Executive Director 
Amber Cowen, Administrative Assistant