Understanding the event organizer role in expo in zoom

The Zoom Events product includes a feature called Expo, which allows event organizers to set up a virtual exhibition by which they can connect with other exhibitors and booths in order to provide visitors with a better understanding of the products and services offered by these vendors. There is a 1:1 chat feature that enables networking between any participants on the Expo floor, as well as inside the booths, during the event.

This article covers:

• Event organizer frequently asked questions about expo

  • Can expo be enabled for single/series events?

  • Can a co-editor set up and configure expo?

  • Where do I find the Expo feature to turn it on for my event?

  • Can the Expo dates/times extend beyond the event start and end dates and times?

  • What types of booths are supported in expo?

  • Do I need sponsors to use expo?

  • How many booths will expo support?

  • Can sponsors set up and configure their own booths?

  • Can I create my own sponsorship tiers?

  • Can I create my own expo floor layout?

  • Can I customize the expo floor with my event branding/logo?

  • Can I make changes to any part of expo once the event is published?

  • Where do I add sponsors for expo?

  • How many booth/sponsor representatives can I have? Where do I add them?

  • Can I join the expo floor before it starts?

  • Can I disable expo 1:1 chat?

  • Can I disable expo during the event?

  • What data is available to me?

Event organizer frequently asked questions about expo

Can expo be enabled for single/series events?

It is not. There is currently only one event type available for expos, and that is the conference event type.

Can a co-editor set up and configure expo?

As long as the event organizer gives the coeditor role permission to make changes to the Expo tab, they are able to set up, configure, and edit the Expo tab as long as they are given permission by the event organizer.

Where do I find the expo feature to turn it on for my event?

When creating an event, there is a tab called Expo in the event creation flow. You can access that tab and select the Set Expo Dates and Times screen, then set the date and times for your expo, and then click on the Create Expo button at the bottom of the screen.

Can the expo dates/times extend beyond the event start and end dates and times?

It is not. There needs to be a match between the expo dates and times of operation and the start/end dates and times of the event. In order to be able to start and end a campaign before the event, as well as after the event, the campaign cannot begin before the event.

What types of booths are supported in expo?

It is important to note that expo supports two different types of booths. These booths can either be sponsored by a company or non-sponsored by a company. A booth can be sponsored, or it can be a non-sponsored booth, or it can be a combination of both.

Do I need sponsors to use expo?

It is not. There is no reason why you cannot have an expo without sponsors. A non-sponsored expo can be created if all the booths are not sponsored.

How many booths will expo support?

Currently, there is a limit of 300 non-sponsored booths that can be displayed at the Expo for non-sponsored events.

Hosts are able to add a maximum of 100 sponsored booths to their expo as part of the sponsored booth program. We ask that you take into consideration the size of the expo as well as the length of time the expo will be open so that all attendees have ample opportunity to browse the booths and interact with the exhibitors.

Can sponsors set up and configure their own booths?

No, I don’t. The event organizer is the only person who is able to set up, configure, and edit sponsored booths at this point in time.

Can I create my own sponsorship tiers?

It is not. Zoom Events provides event organizers with the ability to customize their own sponsorship tiers to fit their individual needs. The three default tiers of the event can be renamed by the event organizers. Platinum sponsorship tiers, Gold sponsorship tiers, and Silver sponsorship tiers are available by default on the website.

Can I create my own expo floor layout?

It is not. In our current version, we offer two pre-defined floor templates from which you can select from, as well as basic configuration options.

There are two predefined templates, Segmented and Mixed, that can be used. Basically, Segmented is organized based on the type of booth (sponsored or unsponsored booths) while Mixed is a mix of both sponsors and non-sponsors on the floor in order to create a seamless experience. As a default, the layout is segmented.

Can I customize the expo floor with my event branding/logo?

There is no way for your event logo or branding to be used in the Welcome area and other areas of the Expo floor.

Can I make changes to any part of expo once the event is published?

Yes, I agree. There is still the possibility of editing the event after it has been published, even if the event has already been published. It’s possible to edit expo the day of, when the event has begun, or before it opens.

If, however, you make any changes to a booth once the expo has opened (e.g., you disable a booth or make additions or deletions of spaces), you may not be able to see them in the participant’s lobby unless you refresh the lobby or leave and then join back in again.

Where do I add sponsors for expo?

It is first necessary to ensure that sponsorships and/or sponsor representatives have been added to the Sponsors tab of the event creation flow for the conference event. When you click on the Booths tab, you will be able to add sponsored booths.

Whenever the host wants to add another sponsor to the list, he or she can go back to the Sponsors tab and do so. During the event, the host can create a booth by clicking Add Booth at the bottom of the tab when they are in the Booths tab. In the Sponsors section of the interface, users can add sponsored booths by clicking the Sponsors button. In addition to the sponsors who were previously not selected for Expo, the host will also be able to see all the new sponsors that have been created.

How many booth/sponsor representatives can I have? Where do I add them?

As well as the number of sponsors that can be added to a single event, there is a maximum number of sponsors representatives per sponsor as well as a maximum number of sponsors per event. There are representative sponsors who can be found in the Sponsors tab (under their specific sponsor). There is a limit of 100 sponsors per host and a maximum of 20 sponsor representatives per sponsorship tier (Platinum, Gold, and Silver).

There is no limit to the number of booth representatives that can be on duty for non-sponsored booths. On the Expo tab, you will find a tab for the booth representatives of each non-sponsored booth.

Can I join the expo floor before it starts?

Yes, of course. You are permitted to enter the expo before the start time and date of the event when you join the lobby as an event organizer, sponsor, sponsor representative, booth owner, or booth representative. As a result, you are able to setup and prepare your booth spaces before the attendees are allowed to enter before you open the doors.

Can I disable expo 1:1 chat?

In the Event Controls tab (control panel), you will find a setting that allows you to enable expo 1:1 chat. This setting is accessible by the event organizer. Please refer to this support article for more information on how to disable the 1:1 chat feature in Expo.

Can I disable expo during the event?

Yes, I agree. If you are the event organizer, you can turn off the expo by following these steps:

1. In the flow of creating a conference event, open the Expo tab.

2. The Expo Details tab can be found in the left panel of Expo Builder.

3. You can edit the times by clicking on Edit Times.
   In this window, you will be able to edit the dates and times.

4. You will need to click Disable Expo in the Edit Dates & Times window.

5. Click the Disable Expo button in the verification dialog box to confirm that you want to disable Expo.

As long as the expo icon is still visible during the event, it will remain there as long as the lobby is not refreshed. The Expo icon will not be visible to those who join the event lobby after expo has been disabled. The event lobby’s left navigation bar will not display the expo in the left navigation bar of the event lobby when you do not publish expo during the event creation flow.

What data is available to me?

During and after events, a module in Host Analytics Dashboard that allows you to view and track the expo activity is available for you to view as the event organizer. Additionally, you can download several reports related to the expo in the form of a CSV file.

All content and images credit goes to https://support.zoom.us