2021 Sponsors/Exhibitors/Recruiters Resources

NEW: Exhibitor Green Room – Live Support Available Thursday, Friday and Saturday Morning.

Join the Exhibitor Green Room if you have questions about your virtual booth.

Green Room Hours

Thursday, March 11, 9 am – 12:30 pm

Friday, March 12, 9 am – 12:30 pm

Saturday, March 13, 9 am – 12:30 pm

Convergence 2021 Exhibitor Details

The California Speech Language Hearing Association Virtual Conference runs from Thursday, March 11 – Sunday, March 14! Thank you for being an exhibitor, sponsor or recruiter at the event.

Much like you would need to travel to a live event and book a hotel, there are some logistics related to being an exhibitor and an attendee at a virtual event.

The Difference Between the Exhibitor Portal and the Attendee Hub

During this event, exhibitors, sponsors and recruiters will need into sign into the system in two different ways.

Exhibitors, sponsors and recruiters will manage their booth behind the scenes the Exhibitor Portal. Below are instructions about how to access the portal.

Our attendees will experience the event by accessing the Attendee Hub. This email also includes instructions below about how to sign into the Attendee Hub. If you want to attend any sessions once the event starts on March 11, you will need to sign into the attendee hub. While the event will not start until March 11, The attendee hub is now open and you will be able to see how your virtual booth will look from the perspective of attendees.

How to Access the Exhibitor Portal and Your Virtual Booth URL’s

During the event, attendees will have the opportunity to connect with you via the Virtual Booths.

To access your virtual booth, sign into the Exhibitor Portal.

If this is your first time signing into the exhibitor portal, please make sure you are using the exact same email you used to purchase your exhibit booth, sponsorship or recruiter booth.

If this is your first time signing into the portal, you will also need to create a password.

Once you are signed into the exhibitor portal, click Exhibitor Profile from the left side menu.

Scroll to the bottom of the page and you’ll see two fields, Virtual Booth URL and Virtual Host Key.

The Virtual Booth URL is what attendees, and your booth staff will use to join your booth.

The Virtual Host Key is what you, the main booth admin, will use to “open” your booth (start the meeting).

It is very important that the main booth admin join the meeting via the “Virtual Host Key” this marks you as the host and gives you access to set settings within the zoom room. (*Note: If you do not have access to the Exhibitor Portal, your booth admin/lead should provide this link to you).

What is the schedule for exhibitors?

Thursday

Exclusive Exhibit Hall Hours, 10:45 am – 1:30 pm

There are no competing events during this time.

Attendees will be encouraged to visit booths and make appointments with exhibitors during these times.

Thursday Appointment Hours: 11 a.m. – 5 p.m.

Friday

Exhibit Hall Hours, 10:30 am – 1:30 pm

There will be conference courses happening concurrently.

Attendees will be encouraged to visit booths and make appointments with exhibitors during these times.

Friday Appointment Hours: 11 a.m. – 5 p.m.

Saturday, 10:30 am – 1:30 pm

Exhibit Hall Hours

There will be conference courses happening concurrently.

Attendees will be encouraged to visit booths and make appointments with exhibitors during these times.

Saturday Appointment Hours: 11 a.m. – 1:00 p.m.

The exhibit hours end at 1:30 p.m. Saturday.

Attendees will be able to click Contact Us on your virtual booth page. This generates a lead where the attendee can also submit an inquiry

To access your leads, go into the tab called Reports in the Exhibitor Portal. Run the “Leads with Lead Qualifying Questions” report.

If attendees have clicked Contact Us from your exhibitor profile in the Virtual Attendee Hub, those leads will appear here. Their message will be housed under the Lead Comment header.

Drawing Attendees to Your Virtual Exhibit Booth

We are offering conference participants a chance to win several prizes if they visit sponsors/exhibitors/recruiters. If they visit 10 exhibitors and provide their information, or they make five appointments with exhibitors (or a combination of the two), they qualify for the drawing of $1,200 worth of prizes, with the grand prize being a 65-inch Vizio TV!

We believe this will help drive individuals to your page, but we also encourage exhibitors to have their own drawing for a prize for participants to set up appointments with you.  Anything you can do, even a $100 Visa or Amazon gift card could be an incentive for someone to meet with you.

If you have a giveaway, let us know so we can promote that for you. Email Kevin Swartzendruber at kevins@csha.org with the details as soon as possible.

Adding Complimentary Booth Staff

If you have not yet registered your booth staff, please do so by Monday, March 8.

This is the process for adding complimentary booth staff. Each exhibitor receives two booth staff in addition to their main registration.

Sign into the exhibitor portal. Choose  “Find Onsite Staff,” under “Onsite Staff,” on the left.

Then on the upper left under “Add onsite staff.”

Click on “use event site.”

This will take you to the  complimentary booth registration link.

You will need to follow this process for each person you add to the booth staff.

Tips for a Smooth Sign In

Much like you would need to travel to a live event and book a hotel, there are some logistics related to attending a virtual event.

These are a few basics.

You will need a desktop or laptop computer with a stable internet connection, video, and audio capability. Joining via mobile or tablet is not recommended.

Times in the portal adjust to your computer; however, some browsers have a separate time zone adjustment.

For best viewing experience we recommend the following browsers: Chrome, Firefox and Safari. For attendees viewing on Internet Explorer 11, you may experience lags in streaming. To maximize your attendee hub experience we recommend you do not sign into through your company assigned VPN.

Ensure that your computer’s camera, microphone, and sound are enabled for your browser and allow permissions to the Cvent Attendee Hub platform.

Technology Requirements

You will need an Internet connection and to have the Zoom app downloaded on your device.

We strongly recommend downloading Zoom in advance of the event.

Please visit the Zoom download center for download and version information.

Signing On To The Attendee Hub

While exhibitors, sponsors and recruiters will likely spend most of their time working out of the exhibitor portal, you do also have access to the attendee view of the event, known as the Attendee Hub.

The Conference Attendee Hub is the website where you will view sessions. If this was a live event, the Attendee Hub would be the session rooms.

Attendee Hub Instructions

Please remember is a totally separate sign on process from your sign in to the exhibitor portal.

Questions

If you have any questions, contact Kevin Swartzendruber at kevins@csha.org.