Event Cloud knows the value of connecting with attendees as a sponsor or exhibitor. For our virtual events, we have made this easy by providing you with a virtual booth through Zoom.
Our best practice for using Zoom is to use the Zoom desktop client which you can download by clicking here.
Please also note that most sponsor rooms are equipped with a waiting room and that you will need to log in with your host credentials to start a meeting before attendees can join.
|1. Navigate to the Sponsor & Exhibitor Portal||
|2. Click Company Information|
|3. On the Company Details tab scroll down to view Zoom Information. This includes a Zoom Email, Zoom Password, Meeting ID, and Zoom Link. The Zoom e-mail and password are credentials assigned to your company that you will use to login to your "virtual sponsor booth"|
|4. Open up the Zoom client, click Sign In and enter the email and password provided in the sponsor portal into the username and password fields, then click Sign In to be taken to the main menu of the Zoom client.|
|5. After reaching the main menu, click New Meeting. This will launch your booth. Alternatively, you can select Join, and enter the meeting ID listed in the sponsor portal.
|6. If you chose to click Join instead of New Meeting, enter the Meeting ID provided in the sponsor portal on the screen that pops up, then click Join. You'll then be taken to the meeting!
Managing Participants in your Virtual Booth
As noted previously, your sponsor booths will most likely be equipped with a waiting room based on your event administrators preference. The waiting room feature requires the host to admit all participants into the room.
Accepting participants is pretty straightforward. Mouse over the participant (you might have to click Participants on the bottom menu first to show the list) and click on the Admit button that pops up. You can also remove them from here.
*Only one person from your company can login at any given time with the credentials. Other users can login with other accounts, and you can assign them co-host settings by mousing over the participant name, clicking More then selecting Make co-host from the drop-down menu.
Zoom Meeting Call In Details
All booths have the option to use call-in details in the event that you or attendees are experiencing complications with joining the Zoom meeting via the links provided. (REFERENCE: Zoom Help Center Article: Joining a Meeting or Webinar by Phone)
You can join a Zoom meeting or webinar by means of teleconferencing/audio conferencing (using a traditional phone). This is useful when:
- you do not have a microphone or speaker on your computer,
- you do not have a smartphone (iOS or Android) while outside, or
- you cannot connect to a network for video and VoIP (computer audio)
The list of dial in numbers will be the same for all meetings:
+1 253 215 8782 (Tacoma)
+1 669 900 9128 (San Jose)
+1 346 248 7799 (Houston)
+1 646 558 8656 (New York)
+1 301 715 8592 (Washington DC)
+1 312 626 6799 (Chicago)
When calling in to a meeting or webinar, you will need to enter the meeting passcode followed by the # key. To find the meeting ID, please follow the steps below:
|1. When already logged into your meeting as the host on your computer, open the additional options next to the participants list.|
|2. Click the Invite option|
|3. Find your meetings passcode within the bottom, right corner.|
If the meeting has not already started by you as the host, you will be prompted to enter the host key to start the meeting, or to press # to wait if you are a participant. To find your host key, please follow the steps below:
|1. When logged into https://zoom.us/profile with your Zoom email and Password, as mentioned above, you will be logged into your profile.|
|2. Scroll down to the bottom and locate the Host Key field and select the Show option.|
|3. Find your Host Key here.|