Dear Exhibitor,

These are unprecedented times for the conference business, and we are pleased to offer you an exceptional platform for an enhanced virtual event experience. Your virtual booth will have points of contact for you to reach out to delegates, options to push delegate traffic to your booth, the ability to generate booth leads and create an exciting and interactive booth.
Please download and read the Exhibitor Kit. To maximize your ROI we recommend you engage as many of the links, tabs and options available for your virtual booth. The links below will take you to your exhibitor portal and your exhibitor staff registration site.
We look forward to working with you towards a great conference experience!

For Virtual Booth Assistance:
Contact: Gerda Hockridge, 289-789-2228                                
This email address is being protected from spambots. You need JavaScript enabled to view it. 
For Sales (Round Tables, Demo Stages, Pop-Up Ads:
Contact: Dan Joyce, 705-328-5323 (9-5 ET)
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All sessions take place in Eastern Time (ET). All information is accurate at time of posting but subject to change. Please refer to the on-line program for the most up to date times.
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GENERAL EVENT INFORMATION

All times are Eastern Time (ET). 

Your virtual booth must be ready by September 30th. Attendees will have access to view the conference site and your virtual booth when the conference platform opens on that day. The Rep chat box will be self-activated by Reps from September 30 – October 6. Reps can contact delegates and set up meetings during this time. There is no need to staff your booth until the conference opens LIVE on October 7th. 
It is highly recommended that you have a booth representative available during exhibit hall hours. If you are unable to be in attendance, please disable the booth rep chat function during any absence.

Conference dates:
Wednesday, October 7, 2020                                    
 
8:15 am - 4:30 pm
Thursday, October 8, 2020 10:00 am - 3:40 pm
 
Exhibit Hall Hours:
Wednesday, October 7, 2020                                    
 
10:00 am - 3:30 pm
Thursday, October 8, 2020 10:00 am - 2:30 pm
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   EXHIBITOR RESOURCES PORTAL

Consider your virtual booth an extension of your brand. By logging into your Exhibitor Resource Portal  you can add and/or update the following:

Basic Company Information:  Company Logo, Address, Phone Number, Website and Social Media Links.

Welcome Message, Commercial, Video:  Upload must be from YouTube or Vimeo

Company Profile:  Consider this your company overview

Brochures: Upload documents, brochures, flyers etc.

New Product Section: Highlight new products, services, etc.

Add Custom Colour:  Use your logo colour or colour of your choice.  This is one of the sections you will complete in the Exhibitor Portal. Follow the prompts to find your exact colour. 

Promotions/Giveaways:  Although it is not mandatory for an exhibitor to offer booth prizes, we encourage you to do so in order to drive additional traffic to your booth. We encourage you to use Survey Monkey or create your own ballot on your web site to capture data immediately. This will allow you to do timed prize giveaways, contests, etc.

Grand Passport Prize:  All exhibitors will receive a passport number embedded into your virtual booth that attendees can use to enter to win the Grand Passport prize, ($500 VISA Gift Card).

Videos:  Must be from YouTube or Vimeo.  We recommend 30 second videos.  Up to 5 can be uploaded.

Survey:  You can add a survey link in the Exhibitor Profile portal. We recommend using Survey Monkey for any ballots you may want to include in your booth.

Booth sales leads:  All attendees who click on any part of your booth, i.e.: download a brochure, watch a video or click on your website link, will be included in a report that you will receive after the event. It will include their contact information only, (subject to CASL regulations)

Exhibitor Staff Registration: Use this link (as of September 23rd)  There is a limit to how many booth representatives (per day) you can have based on your contract agreement.

Booth Chat - Allow attendees to chat with booth representatives:  Please watch https://vimeo.com/445216100/52596bb03f  for instructions how to manage booth chats.

ZOOM Meetings - each virtual booth receives one zoom room. Zoom has a feature for additional breakout rooms.  Simply have your prospect click on the video meet room and knock on the door. You can admit them into the Zoom meeting room. PLEASE NOTE: Zoom meeting rooms will be activated on October 5th. See below for links to ZOOM

Please have your booth updated by September 30th, when the virtual site goes live.

VIRTUAL BOOTH TECHNICAL REQUIREMENTS

In order to be successful, please be prepared with the following:

1. Desktop computer or laptop
2. Webcam or camera with good lighting
3. Hard-wired, high-speed internet connection. Wifi is not stable enough to work.
4. Use a browser like Google Chrome, Firefox, Edge, Opera, or Safari (not Explorer)
5. Headphones with a mic for optimum sound quality (not Bluetooth)
6. Close any other programs or windows when participating in the Virtual Event to minimize lag time and delays
7. Get familiar with ZOOM to utilize features such as Break Out Rooms and the White Board. NOTE: Your ZOOM meeting room login will be provided on October 5th

MAXIMIZING YOUR ROI

The following features will be enabled for you to reach out and connect with attendees – active on September 30th
Networking Page – this allows you to search who is attending the conference. Once you determine your qualifying filters you can reach out to those people and chat or email, or friend them on social media. (subject to CASL regulations)

Schedule a Meeting You can add your meeting platform link that you use to schedule meetings with delegates on your exhibitor profile. This must be an external link like Calendly or Outlook Scheduler

Social media page  Links to our social media page and will show live tweets that attendees post during the conference.

Tweet away! An excellent way to drive booth traffic, announce prizes, demonstrations that are about to start, etc. Use #DEMCON #CRT20 #CRTDEMCON, @ContinuityRT @OntarioDEMCON
Click here to find images you can use on social media for CRT
Click here to find images that you can use on social media for DEMCON

Peer-to-Peer Forums Create and start a peer discussion or follow along. Filter by topic, presentation, tags, etc.
NOTE: Peer-to-Peer Forums are NOT to be used to solicit attendees. Your chat will be blocked if any solicitation is reported to Conference Management
These pages are active as of September 30th up to and during conference time!

EXHIBITOR REGISTRATION PORTAL
Please use this portal to register each of your representatives who will be working at your virtual booth.  Please note, every exhibitor booth staff needs to register with a unique email address. You are limited by your contract as to how many booth staff you may register. This portal is not active until September 23rd.
EXHIBITOR FAQs
  • How many booth representatives can I have in my virtual booth? – please check your contract agreement.

  • What if I am not available to chat? – please follow this video about how to disable the chat button when not available.

  • Do I get transcripts of my booth chat? – yes, transcripts are available under “My Account”.

  • How do I go into a zoom room with my prospect? Simply have your prospect click on the video meet room and knock on the door. You can admit them into the Zoom meeting room.

  • How many zoom rooms can I have? – each virtual booth receives one zoom room. Zoom has a feature for additional breakout rooms.

  • How can I get sales leads? – every time an attendee clicks on a link in your booth (ie: downloads a brochure, clicks on your website, or watches a product demo, etc.) we have a record of this. This report will be sent to you after the event and is subject to CASL regulations.

  • I want to update some information in my virtual booth, but the show is already on. What do I do? - You can upload anything in your booth at your convenience through your exhibitor portal, with the exception of demonstration schedules.

  • Is there a mobile app for this conference?  No - this virtual conference is meant to be managed via a web site on a desk-top computer. We don’t recommend a mobile version. See virtual booth technical requirements above.

  • How do I arrange for pop-up ads, advertising, or sponsorship?  - Contact Dan Joyce This email address is being protected from spambots. You need JavaScript enabled to view it.

  • Do I have to put a video on the front of the virtual page, or can I add a jpeg or pdf file? – No, you can only have a featured video.

  • How long is my booth open to delegates and seen on the website? – From September 30 – October 8, 2020.

  • Can competitors see my booth? – No, not from the rep registration portal. Only registered attendees are provided access to your booth.

  • Is my sponsored round table or demo stage available On-demand? – No – this is a LIVE as it happens event. There is no on-demand recording for viewing later.

 TERMS AND CONDITIONS:

Usage Terms

Access to the Virtual Event and use of the services requires compatible devices, and certain software (including third party software) may be required or may need updating, and your use of the services and virtual event may be affected by the performance of these elements. It is not recommended to access the virtual event or services through a mobile network. If you do, your network or roaming network will apply fees for data usage. Conference Management cannot be held responsible for delays in connecting with attendees through your booth as a result of poor connection or out of date equipment and software.

Limitation of Liability

Management reserves the right at its sole discretion to change the date or dates upon which the Event is to be held and shall not be liable in damages or otherwise by reason of any such change. In addition, Management shall not be liable in damages or otherwise for failure to carry out the terms of the Agreement in whole or in part where caused directly or indirectly by or in such consequence of fire, storm, flood, disease, war, rebellion, insurrection, riot, civil commotion, strike, internet failure or by any causes whatever beyond the control of Management whether similar or dissimilar from the causes enumerated herein.

Payment of Account

Full and final payment is required before confirming assigned virtual exhibit. Event Management reserves the right to refuse access to any Sponsor whose account is not paid in full.

Event Management

Event Management reserves the right to make changes, amendments and additions to the rules and regulations without notice as considered necessary for the efficient and proper conduct of the Event. Interpretation of these rules and regulations shall rest with Event Management, and non-compliance of these regulations can result in the closing of the offending Sponsor’s virtual booth.

  TERMS AND CONDITIONS:


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