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CALLING ALL VENDORS to participate in the first-ever NOV 6,7,8, 2020 WWW.WOODSHOWS.COM
CALLING ALL VENDORSto participate in the first-ever
NOV 6,7,8, 2020
WWW.WOODSHOWS.COM
2VIRTUAL SHOW 2020WOOD SHOWS.COM
TABLE OFCONTENTS
01 | WHY VIRTUAL? 03
02 | VIRTUAL EXPO BOOTHS 04 - 07
02 | EXPO BOOTH EXPLAINED 04
02 | CALL TO ACTION EXPLAINED 05
02 | HOW TO HOPIN YOUR EXPO BOOTH 05
02 | BRANDING TO PREPARE 06
02 | EXAMPLE EXPO BOOTH & SESSION 07
03 | SESSION SETUP 08 - 09
04 | MAIN STAGE INSTRUCTIONS 10 - 11
04 | A BETTER UNDERSTANDING 12
05 | DESIGN SERVICES 13
06 | PRICING & CONTACT 14
NOVEMBER 6, 7, 8, 2020
3VIRTUAL SHOW 2020WOOD SHOWS.COM
SHIP TO CANADA All vendors must be able to ship to all main regions of Canada.
100Booths & Sessions Available
+
With over 25+ years of hosting in-person
consumer shows, we are pivoting the direction in which we host events.
THE CARVING COMPETITIONSDue to being virtual, we will be hosting a People’s Choice carving competition until further notice.
WHY VIRTUAL?
This is a very exciting time as all vendors and manufacturers can come together to experience the ultimate Woodworking Show with virtual seminars (webinars), chat rooms, and more learning experiences.
Interact with consumers in a whole new way with Virtual Shows! With experiences like real-time seminars, face-to-face chats in booth, and group discussions, we can recreate consumer shows.
Your safety is important to us, so we have
decided to host online events until we can
safely meet in person again.
4VIRTUAL SHOW 2020WOOD SHOWS.COM
Expo Live
Session
Vendor Expo Booths are going to be where your company will interact with the attendees. There are a few substantial options in setting up an Expo Booth such as:
In Expo Video or in Expo Live Session, and Call to Action options.
VIRTUAL EXPO BOOTHS
Expo Video
Expo Video means you will submit a pre-recorded video link to the organizers - this link can be from Youtube, Vimeo, or Wistia.With the Expo video option, you do not get to interact with the attendees as much - but this is a creative option for camera-shy vendors. You are still able to chat with the attendees in the Expo chat.
Tips to make this type of Expo Booth successful:• Post in Event Chat to draw
attendees into the company’s Expo Booth.
• Have questions and content (to post in the Expo Chat) planned ahead of the event.
Expo Live Sessions means a company representative will be live on camera with guests hopping in and out of the Expo Booth. It is essential to always be on screen because if you disconnect for any reason attendees will see a grey screen.This Session can be set up as open, invite-only, or moderated. (Learn more about these options on P. 11)
Tips to make this type of Expo Booth successful:• Have a shift of representatives to
swap out for breaks, so there is never an inactive moment.
• Have in Expo Demos and plan content ahead of time.
Expo Booths Explained:
Expo Video or Expo Live Session:
Make sure to be “in” your vendor booth at the timing of the Virtual Wood Show event – this will allow you to answer questions in the expo chat and be live on camera if you have chosen that format.Make sure to allow Hopin to access your camera and microphone.
5VIRTUAL SHOW 2020WOOD SHOWS.COM
The second is a Web Page Link option - this will send attendees straight to the link you provided. That could be a website home page (or newly built landing page - read lower). You could link attendees to a Facebook page if you do not have a website.
This option does not offer an email list after the virtual event.
Tips to make this Call to Action option Successful:• Create a new landing page
dedicated to the attendees coming from the Virtual Wood Show event. Within this landing page, you could continue the show offer and collect an email list with a contact form.
Offering these services on P. 12
The Call to Action button is where you will get the attendee’s attention
You can customize the Call to Action button in the Expo Booth in two ways: Register Interest, or Custom Link.
VIRTUAL EXPO BOOTHS
The first is a Register Interest option - This will give vendors an email list that will contain the attendees’ contact information who have expressed interest in the company’s Call to Action.
Tips to make this Call to Action option Successful:• Create a special show offer
that is not in-store or online anywhere else.
• Offer free education that the company has on hand. (Example: booklets, professional seminar or demo videos, etc.)
Call to Action Explained:
How to Hopin Your Expo Booth:When it’s time for the event, head to the registration page five minutes before the event and click “Enter Event.”
To enter your booth, click “Expo” on the lefthand side and find your booth on the list. Click on it to enter.
If you have chosen a pre-recorded video, watch your chat box to communicate with attendees. A helpful tip is to use the Event chat to invite people to your booth.
If you’ve chosen a live session and are the moderator, click the BLUE button “Start Session.”
When people request to join a moderated session, you will see their name pop up in the moderation panel below. Click their profile image to allow them to join. Click the RED button on their screen to remove them.
6VIRTUAL SHOW 2020WOOD SHOWS.COM
Professional Display
What will the About section say?Recommended: short information about the vendor, who they are and what they do.
Make sure to send images that represent the company. These will be used as cover photos.
Website linkDo you want to create a new landing page to welcome further inquires coming from the Virtual Wood Show? Services on P. 12
Twitter LinkDo you want to add a Twitter link – include in document?
Things to think on when customizing your booth:
The Wood Show organizers are responsible for setting up your virtual expo booth. However, we require you to send specific credentials, so we can make your booth look as high quality as possible. As well, almost everything is customizable in the expo booth, like the tagline, description, logo, and images.
Logo, Booth Images, Speaker Images (if hosting seminar)When sending information, logos and images to show organizers, we ask you to stay within these size requirements: • Booth Logo, and Sponsor Logo at 1080px X 1080px• Small Square Logo 100 X 100 PX• Expo Background Image 1920 x 1080 PX• Vendor Title Under 60 Characters• Vendor Headline Under 200 Characters• Vendor About Under 600 Characters• Session Title Under 60 Caracters• Session Image 1080 X 1920• Session Description Under 140 Characters• Profile Photo 1080 X 1920
VIRTUAL EXPO BOOTHS
Branding to Prepare:
7VIRTUAL SHOW 2020WOOD SHOWS.COM
VIRTUAL EXPO BOOTHS
Your Booth & Session Will Look Like:
Outside Expo Booth Example:
Vendor Info Example:
Backgrond Image:1920X1020 PX Logo: 1080X1080PXVendor Title Under 60 CharactersVendor Headline Under 200 Characters
Outside Session Example:Session Title Under 60 CaractersSession Image 1080 X 1920Session Description Under 140 Characters
Vendor Title Under 60 CharactersVendor Headline Under 200 CharactersTwitter and Website Link About Section Under 600 CharactersCall to Action Under 150 CharactersCall to Action Button Under 50 Characters
8VIRTUAL SHOW 2020WOOD SHOWS.COM
SESSIONS
• Sessions become available 5 minutes before the start of the Session - giving you time to join and setup
• When it’s time for your Session, head to the “Session” tab and find the Session you’ll be speaking in.
• Click “Participate” once you are in the Session.
• If you have not allowed access to your camera or mic in the web browser, you will be prompted to do so now.
• Once you see yourself on screen, you’re live to the audience.
• If it is a Moderates Session, you will see those asking to join at the bottom of the video in the “Moderator Panel.” Or use multiple cameras to show your presentation, split and share your computer screen.
Set Up at WoodShows.com/expo-setup
500 Viewers 10 On Camera UsersThere is a maximum of 500 viewers per Session.
Show up to 10 different angles of your seminar.
9VIRTUAL SHOW 2020WOOD SHOWS.COM
A Better Understanding:SESSIONS
The Virtual Wood Show intends to use Sessions and virtual seminars. Once scheduled as a Session, including a Speaker - this information will display on the main Registration page.
The Session platform allows you to share up to 10 different camera angles, interact with the Session Chat, share your screen, and much more while up to 500 attendees can be watching in the Session Room (off-line) at a time. At the top, you will notice the number of people watching and the number of people on the camera.
Each Session will be set up as a Moderated Session. This ensures only Speakers will be present on camera and can share their screens – attendees are unable to receive webcam access. Read more on Moderated Session Below.
What “Participate” Means
• When you join a session, there are two modes: watching and participating. When you click a Session, you are viewing. If it’s a dark screen, that means nobody is participating yet. Participating means participating in live video – people can see and hear you in the Session. Up to ten people can join a session on live video by clicking the “Participate” button.
These Sessions show the Participate button only to select individuals, most likely the speakers. These individuals are selected in the Session setting in your event dashboard. They must be registered for your event to select them.
Open Sessions are available for anyone to participate in the camera. The blue Participate button is visible to everyone.
Moderated Sessions have one or more moderators who allow people onto the camera and can remove people. In these sessions, all attendees see a “Request to Participate” button. When attendees click this button, the moderator sees their profile on the bottom of the screen. One click adds them to the video stream and moderators can one-click remove them from the stream at any time.(Note: moderators must be registered attendees).
You can use this feature to include multiple camera angles to best show your presentation. You can control what views are shown and when you control the environment.
INVITE ONLY
OPEN
MODERATED
10VIRTUAL SHOW 2020WOOD SHOWS.COM
Backstage & Stage
Present Slides Backstage
• When its time for your presentation, head to the Backstage - link provided to you by the Wood Show organizer.
• Click “Participate” at the top of the Stage Screen
• You’ll need to give the browser permission for Hopin to use your camera and mic.
• Choose your audio and video devices and click “Apply.”
• You are now backstage before the event or broadcast if the event is already live.
Note: You can have conversations Backstage (just for vendors in Stage) or Full Event. Make sure to toggle to the appropriate message group. Otherwise, the full event will see your message.
• Open your deck in a new tab
• In the Backstage, click “Screenshare.” Your camera will turn off automatically. This makes your slides full screen on the Frontstage.
• Select the tab or application with your presentation. If possible, set up a separate monitor to be able to view the event chat and your slides.
• Present from the Backstage so that you can toggle between the Backstage chat and the Event Chat.
Reminder: All Stage seminars will be recorded!
Tip: When participating on the Backstage, you can turn off your camera and mic using the controls at the bottom of your screen –– this will make you disappear from the Frontstage ultimately. Your gray avatar will still show in the Backstage. This is a smooth way to transition between speakers.
MAIN STAGEINSTRUCTION
11VIRTUAL SHOW 2020WOOD SHOWS.COM
Powerpoint for PCs:• Click “Reading View” - this presents your
Powerpoint in a moveable box instead of it taking your whole screen.
• Next, click on the “Screenshare” button at the bottom of your video. Then, click “Application Window” and select your Powerpoint.
• After you select Powerpoint and click “Share,” you’re presenting! You can make your slides as big or small as you please, and you can keep an eye on the chat while presenting.
Powerpoint for Macs• Open the Powerpoint presentation and
click “Set Up Slide Show” in the slide show menu.
• Select “Browsed by an Individual (Window),” then hit “OK” to save.
• Start your presentation to enter into the presenter (slide show) mode.
• Click “Screenshare” at the bottom of your video. Then, click “Application Window” and select your Powerpoint.
• After you select Powerpoint, click “Share” and you are present! You can make your slides as big or as small as you would like while keeping an eye on the event chat.
Sharing Powerpoints
The following steps are only compatible with Google Chrome – Firefox and other browers, do not allow for these functions.
MAIN STAGEINSTRUCTION
12VIRTUAL SHOW 2020WOOD SHOWS.COM
If interested in any design services, please contact Alicia [email protected] | www.aliciadownes.ca
DESIGNSERVICES
We will create branded content for your social media purposes – receiving up to 3
weeks worth of material.
We create seamless Wordpress websites optimized for desktop, tablet, and phone size.
Providing creative photo and video services for products, company portraits,
website content, and more.
We design everything from business cards, corporate letterheads, flyers, newspaper ads,
business promotion videos and more.
Photo & Video
Promotional Design
Social Media Packages
Web Development
13VIRTUAL SHOW 2020WOOD SHOWS.COM
SessionsVirtual Seminars
Add On’sExpo Booth
Expo Booth
FREE
WoodShows.com/expo-setup
$750 $150
Ready for a booth? Go to our website to fill out your booth information and get started learning with the virtual platform.
Vendor Pricing Packages
With this purchase you will recieve one Expo Booth. If one Expo Booth is
insufficient for your company, we offer
additional booths at a dramatically lower rate.
FREE to vendors with a purchase of an Expo Booth - optional for
vendors.
Base Fee
P R I C I N G& CONTACT For any inquires, please contact Gina and John Downes
Show organizers and managers
Phone: 9057790422
Email: [email protected]
WoodShows.com/expo-setup
14VIRTUAL SHOW 2020WOOD SHOWS.COM
DESIGNED BY AL IC IA DOWNES | WWW.AL IC IADOWNES.CA
CALLING ALL VENDORSto participate in the first-ever
NOV 6,7,8, 2020WWW.WOODSHOWS.COM
