VIRTUAL CATCH UP EVENT 2022
Virtual Exhibitor Guide
ECOC VIRTUAL CATCH UP 2022
Contents
Updating your virtual booth
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Logging in
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Event dashboard
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Your profile
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Schedule and appointments
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Setting your availability .
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Notifications . .
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Communicating with visitors: Live Chat .
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Communicating with visitors: Video meetings. .
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Booth Cockpit .
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Booth analytics
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FAQs .
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ECOC VIRTUAL CATCH UP 2022
How to update your virtual booth Download the VIRTUAL BOOTH GUIDE for the full content specifications for each booth and information on how to customise your booth. The online exhibition will be live to attendees from 7 th October. We would ask that you plan to have your booths complete by 7 th October. You can continue to update and change the content on your booth as often as you wish after 7 th October up until the event closes at 23:59 on 13 th October. If you have not uploaded any content to your booth by Friday 7th October, your virtual booth will be replaced with a simple company listing. Logging in To enter the Virtual Catch Up, simply click on the link provided in the email we send prior to the event, or from 7 th October you can access via the ECOC Exhibition website . You will need your 5-digit passcode/badge code which was sent to you when you registered. If you have forgotten your code, please contact support@nexusmediaevents.com. We will also be sending reminders closer to the event.
Enter your code in the box provided and click Submit.
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ECOC VIRTUAL CATCH UP 2022
Event dashboard
On entering the Virtual Catch Up event you will see the Event Dashboard. From here you can visit all areas of the virtual event.
• Exhibiting Companies: View the list of exhibitors and browse the virtual booths • Sessions: Market Focus and Product Focus sessions • Networking: Find exhibitor contacts, live chat and request video meetings
Your schedule and appointments – view all of your selected sessions and meeting appointments/requests in one place. Manage your schedule and meeting availability.
Notifications – view notifications of all meeting requests.
Your profile – update and amend your profile and add a photo. You can also manage your appointments, meeting availability and meeting requests, as well as view your booth analytics (Booth Cockpit).
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ECOC VIRTUAL CATCH UP 2022
Your profile
Update or amend your profile and upload a profile photo. You can also choose to add some additional information about yourself and select if you appear as online or offline to others. This can also be managed at any time from the top navigation. You can edit and update your profile at any time using the Profile icon in the top right corner. You can also access the booth cockpit from here, view your meeting requests and plan your schedule.
Schedule and appointments You can keep track of all of your scheduled meetings, as well as the requests you have sent and received, along with the Market Focus and Product Focus sessions you wish to attend.
Setting your availability
You can also manage your availability and block out time slots to allow visitors to view the times you are available for meetings.
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ECOC VIRTUAL CATCH UP 2022
Your unavailable times will be greyed out and this will be shown when a visitor requests an appointment.
Notifications When logging back in, you can easily see how many messages and meeting requests or video calls you have received whilst offline.
Clicking on the notification centre (bell icon) will bring up a list of all meeting requests. You an dismiss or click to manage your meeting requests.
Pause alerts – swipe to on to stop receiving alerts of new meeting requests.
You will also receive email alerts of new messages and meeting requests.
Communicating with visitors There are multiple options for communicating with visitors and ways for them to contact you. Please note that exhibitors can view both visitors and exhibitors in the Network tab, but visitors can only view exhibitor contacts.
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ECOC VIRTUAL CATCH UP 2022
We recommend all exhibitors invite their customers to register for the Virtual Catch Up (Visitor Registration is here: https://rfg.circdata.com/publish/ECOC22/?source=web ). Visitors can access the platform from week commencing 7 th October to find and request meetings with exhibitors.
Live Chat Visitors can live chat with Virtual Exhibitors in two ways:
Live Chat from the Virtual Booth
Visitors can start a live chat with you by clicking on the Meet Now tab in the footer bar – this will display how many booth staff are online and available. Clicking Meet Now will display a list of the booth staff who are online, next to each name is a message icon which, when clicked, will open a live chat with that person.
You can keep track of all live chats with your customers in the chat inbox and you can have multiple chats with different customers at the same time.
You can quickly access your Live Chat inbox by clicking on the icon in the message icon in the top bar. We recommend keeping your chat inbox open in a new tab at all times you are online during the virtual event.
Live Chat from Networking
Search for a contact by name or job title.
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ECOC VIRTUAL CATCH UP 2022
Click on the icon next to the person you wish to contact to start a Live Chat with this person. Live Chat will open in a new tab and you can manage all of your chats from this window. You can switch on/off Desktop notifications which will play a short sound to notify you of a new message and send you an email. The icon in the toolbar will also display ther number of new messages. We recommend keeping your chat inbox open in a separate tab at all times you are online during the virtual event.
Video meeting requests Visitors can request a meeting with an exhibitor contact in two ways: Find a contact in Networking or via the virtual booth
Visitors can search for exhibitor contacts in Networking and select the icon.
Visitors on a virtual booth can click Meet Now to display a list of the booth staff who are online, clicking the video icon will initiate a video meeting request with that exhibitor contact.
If you (the exhibitor) are online and in your virtual meeting room, you will be able to review the request to join a video meeting with them. When the visitor clicks Join Meeting, a video meeting request will come through to you as a knocking participant list’. You can choose to Allow or Reject the meeting request.
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ECOC VIRTUAL CATCH UP 2022
If you have any problems launching a video meeting, please check your pop up blocker and allow pop ups and redirects from https://ecoclive.com
Alternatively, visitors can click Request Appointment on the Virtual Booth and choose the contact they wish to request a meeting with.
If the person you wish to contact is not online you will be able to request an appointment for a video meeting at a later time.
Send a message and select the time meeting you would like to request. Please note any grey boxes mean the exhibitor is unavailable at that time. Click Send Request to send the meeting request to the exhibitor, who can confirm, reschedule or delete the meeting. You will receive a confirmation of your meeting request via email and you will receive an update when the meeting has been accepted, or details if it has been rescheduled.
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ECOC VIRTUAL CATCH UP 2022
Booth Cockpit
The Booth Cockpit is the central place to monitor and action the activity on your booth. All Virtual Exhibitors will be able to access the Booth Cockpit. We recommend keeping the Booth Cockpit open in a separate tab at all times you are online at the virtual event. At the top you can view the ongoing data counts for each hot spot on your booth. Monitor how many booth views and clicks you are receiving throughout the virtual event. Underneath the statistics bar, you will see details of the people visiting your booth. Please note, visitors will remain anonymous and appear as ‘Someone from {Company Name}’ until they have interacted with a hotspot or clicked something on your booth. Once a visitor has interacted with the content on your booth (ie clicked on a video, poster or link within your company information) you will be able to see their name, job title and company and you will be able to initiate a live chat with that person, by clicking ‘Start Live Chat’. Booth Analytics All virtual booth staff will be able to access the booth cockpit and view ongoing statistics for the virtual booth. After the event has closed on Thursday 13 th October, you will be able to download a report containing the statistics during and after the event.
Further details will be added here shortly.
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ECOC VIRTUAL CATCH UP 2022
FAQ’s I cannot log in – my passcode is not recognised
Please check you have registered with a unique email address and no-one else is registered with the same email address. You can update your email address in the Manage Badge section of your account – your main company contact will need to do this. (Visit: https://bookings.ecocexhibition.com/exhibitoradmin/badges and log in with your credentials.) Alternatively, you can register with a new email address and you will receive a new passcode via email. Please note the system takes a few minutes to sync so please wait up to 5 minutes before attempting to access the virtual event.
If you still have issues accessing the virtual catch up please email the team on support@nexusmediaevents.com I cannot see the Booth Cockpit
Only exhibitors registered at Virtual Exhibitors will be able to view the booth activity and access the booth cockpit. All other exhibitors will appear as Visitors. If you believe you should have access to your Booth Cockpit please contact your main company contact and they can update your access in the Manage Badge section of your account – your main company contact will need to do this. (Visit: https://bookings.ecocexhibition.com/exhibitoradmin/badges and log in with your credentials.) Alternatively, please contact the team on support@nexusmediaevents.com with confirmation of your approval to be added as a Virtual Exhibitor and we can do this for you. When will the virtual event go live? The online exhibition will be live to attendees from 11am on 11 th October. We would ask that you plan to have your booths complete by 7 th October. You can continue to update and change the content on your booth as often as you wish after 7 th October as well as throughout the event. How can I arrange meetings? The schedule section of the event platform will open from week commencing 7 th October and will enable Exhibitors to set their meeting availability and allow visitors to search for exhibitor contacts to request meetings which can be scheduled for 11 th , 12 th , 13 th October. Please note, the live chat and video meeting options will not be operational until 11 th October. We would encourage exhibitors to invite their clients and customers to register for the virtual event and to log in from 27 th October to request meetings.
The full event platform will open at 11am (BST) on Tuesday 11 th October.
What are the opening times of the event and how long will the event last? The virtual event will run open to visitors 11:00 (BST) on 11 th October through to 23:59 (BST) on 13 th October and will be run in BST (British Summer Time). The exhibition and video content will only be available during the event dates. As the event is international and virtual, the online event will be open 24 hours a day, however this doesn’t mean you need to man your booth 24/7. Attendees will be able to choose from meeting times that you specify and can leave a message if your staff are not available, for you to respond to at a time that suits you.
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ECOC VIRTUAL CATCH UP 2022
All of the sessions will be available to view on-demand so there is no set timetable.
Do I need to be online at all times during the virtual event? No, although the event is open for the full three days, all requests will be saved in the system and you will be able to respond to any chat messages and meeting requests once you log back in to the event. Schedule and Appointments will be the main place for you to keep track of any incoming meeting requests and you can reply to all messages via the Live Chat. You can log in at different times throughout the day and respond to messages and enquiries at a time that suits you. Can I change my virtual booth staff? The virtual booth can have a maximum of 5 virtual booth staff (virtual exhibitors). Virtual exhibitors can be added via To register virtual staff for your booth, visit: https://bookings.ecocexhibition.com/exhibitoradmin/badges and log in with your credentials. Virtual Exhibitors (virtual booth staff) are limited to five contacts. Virtual Exhibitors can access the Booth Cockpit, reply to messages as well as schedule and hold meetings via video chat.
Non-virtual exhibitors will be automatically converted to visitors.
You are able to amend and update your five contacts at any time if you wish to change your Virtual Booth Staff. How can attendees find us at the exhibition? The exhibition lobby will be the first screen that attendees will see. Using our matching software, based on the market sectors provided on your Company Profile, attendees will be shown the exhibitors most relevant to them. Attendees can also choose to search the exhibitor list by company name (A-Z) or by market sector category. How do I know if someone is on my booth? In the Booth Cockpit you will be able to see who is looking at your booth but has not yet interacted with any of your content (this will be displayed as ‘Someone {from Company Name}’ until they interact with the content on your booth.
All meeting requests can be accepted or rejected before a meeting will start.
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