Understanding the Event Organizer role in Expo in Zoom

This post was most recently updated on July 28th, 2022

As part of Zoom Events, there is a feature called Expo that allows event organizers to set up a virtual exhibition where attendees can get to know more about the products and services of other exhibitors by interacting with their booths and booth hosts. In addition, it also allows participants to network between themselves through the use of 1:1 chat on the floor and in booths during exhibitions.

In this article, we will discuss the following topics:

  • 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?

Sadly, no. It is currently only possible to create an expo for conference events.

Can a co-editor set up and configure expo?

As long as the event organizer gives the co-editor role permission to make changes to the Expo tab, then the co-editor role has the power to set up, configure, and edit the expo.

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

There is a tab labeled Expo that appears during the event creation process. This tab allows you to access the settings screen for extending your exhibit, where you can select your time and date, as well as click the Create Expo button to finish the process.

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

It is not. I think the dates/times of the expo should coincide with the times/dates of the event starting and ending. In order to qualify for a grant, it must be able to commence before and continue beyond the end dates and times of the event.

What types of booths are supported in expo?

A booth can be classified into two types based on the type of support it receives in the expo. A sponsored booth is a booth that has been sponsored by a third party. It is possible to display sponsored booths on the exhibit floor along with non-sponsored booths, or both at the same time.

Do I need sponsors to use expo?

It is not. There is no need to have sponsors in order to organize an expo. A non-sponsored booth can be included in an expo if you want to create one.

How many booths will expo support?

The number of booths that can be taken part in the Expo at the moment cannot be restricted when it comes to non-sponsored booths.

A sponsor can add an unlimited amount of sponsored booths to a host‘s expo if he or she chooses. As a result, please take into account the size and duration of the expo as well as the time allocated for attendees to browse and interact with the booths, so that all attendees have the opportunity to experience the expo.

Can sponsors set up and configure their own booths?

It is not. The event organizer is the only person who has the ability to set up, configure, and edit sponsored booths at this time.

Can I create my own sponsorship tiers?

I do not. Event organizers have the option to customize the sponsorship levels they offer for their events by using Zoom Events. In order to customize the tiers, event organizers have the option to rename them. Currently there are three sponsorship tiers available to choose from: Platinum, Gold, and Silver.

Can I create my own expo floor layout?

It is not. With the ability to do some basic configurations, we currently offer two predefined floor templates that you can select from.

As far as the predefined templates are concerned, there are two types: Segmented and Mixed. As shown in the diagram below, Segmented booths are mainly arranged by booth type (either sponsored booths or non-sponsored booths) whereas Mixed booths are arranged in a mixed manner, combining sponsors and non-sponsored booths together. As a default, the layout is segmented.

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

You have the option of branding/logoing your event in the Welcome area and in other areas on the Expo floor, but these are not customizable.

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

You’re right. Regardless if the event has already been published, the event organizer is still able to edit the event details by visiting the Expo tab. Specifically, it is possible to edit the expo even the day of the event, when the event has already started, or even before the event opens for business.

It should be noted that once the event lobby has been refreshed, or if the participants leave and rejoin the event after the event has been opened, any changes made to the booth area (i.e., disabling a booth or adding/removing spaces) may not be visible to the participants.

Take note that:

You will not be able to see the Expo icon in the conference lobby if you do not click the Publish Event button for the first time. You will not be able to see the changes made by making changes to an Expo after it has been published without clicking Republish Event.

Where do I add sponsors for expo?

As a first step, make sure that you have added sponsors and/or representatives from sponsors in the Sponsors tab of the conference event creation flow before you proceed with the next step. In the tab for Booths, you will be able to add sponsored booths that you would like to sponsor.

Any sponsor that is not listed in the Sponsors tab can be added by the host at any time. The host can click the Add Booth button at the bottom of the Booth tab when they are on the Booths tab. In order to add sponsor booths, they need to click Sponsors and then click Add Sponsored Booth. There is now a chance for the host to review all the new sponsors that have been created, in addition to the sponsors that were previously rejected from the Expo.

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

A maximum number of sponsors can be added to an event as well as a maximum number of representative sponsors per sponsor. There is also an upper limit on how many sponsors can attend an event. There is a tab called Sponsors that allows sponsors to add their representative (for each sponsor they work with). In addition to the 100 sponsors the host can have, all sponsorship tiers (Platinum, Gold, and Silver) can have as many sponsors as they wish.

It is possible for booth owners to have up to 20 people working at their booth, for non-sponsored booths. Representatives of the non-sponsored booths are listed under the Expo tab on the page for the booth they represent.

Can I join the expo floor before it starts?

It is true. Event organizers, sponsors, sponsor representatives, booth owners, or booth representatives can enter expo before the event begins. Once you enter the lobby, as soon as you join the event, you will be able to enter expo as soon as the event starts. By setting up your booth space ahead of time, you will be able to prepare it before attendees gain access to it.

Can I disable expo 1:1 chat?

A control panel is available in the Controls tab (control panel) where you can enable expo 1:1 chat as the event organizer. The following article provides more information on how to disable expo 1:1 chats, and how to find out how to do so.

Can I disable expo during the event?

It is true. There are a number of ways that you can turn off expo as the event organizer:

  1. If you are creating an event for a conference, you will need to click on the Expo tab.
  2. The Expo Details tab can be found in the left panel of Expo Builder.
  3. You will then be able to edit the times by clicking on Edit Times.
    You will now be able to edit the dates and times in the Edit Dates & Times window.
  4. Disable Expo can be found in the Edit Dates & Times window by clicking on the Disable Expo button.
  5. You can confirm the disabling of Expo by clicking the Disable Expo button in the verification dialog box.

Expo can still appear on the lobby even if expo is disabled during the event, as long as you refresh the lobby before then. There will be no Expo icon visible in the event lobby for those who join the event after Expo has been disabled. A missed expo publication will result in no visibility of the expo in the left navigation bar within the event lobby (for attendees) when the event is not published during the event creation flow.

Notes:

  • After disabling expo, if you decide to enable it again during the same event, you will have to create expo again if you want to enable it again. You can disable expo for a certain date if expo has not been started yet for that time and date so you don’t have to completely turn off expo at that time and date.
  • As it is necessary to have at least one day available for expo, you will not be able to disable all the days that are available for it.

What data is available to me?

In the Host Analytics Dashboard, an expo module is available for you as the event organizer, and you will be able to view it both during and after the event. The CSV file format also allows you to download several reports that are related to expos that can be downloaded as well.