Whova Exhibitor Guide for PRO Conventions
In this guide we’ll walk you through the Whova resources available for exhibitors at PRO Conventions and how to make the most of them!
Accessing Your Booth
There are a few ways to access your Whova profile and booth.
Note: you must use the same email from when you registered for the event to access the exhibitor tools.
Personal link from event organizer: look for your personal access link sent directly from Whova. When you click on this link, you will see the name of the event at the top of the page and your company name beneath it. No sign-in is necessary; the link will allow you to set up your booth.
On the desktop Web Portal:
Sign into the web portal by clicking here using the same email from when you registered for the event.
Enter the Exhibitors tab on the left-hand side of the page. Find your booth in the list of booths and click Edit Booth, this will take you to the same form.
To successfully log in, please sign-in with the email you used when you registered the event as an exhibitor.You will get four sections to fill out: Promotional Offers, Company Showcase, Company Information, and Primary Contact.
Photos and company name can only be updated from the mobile app.
Once you’ve filled out all relevant information, agree to the Whova Terms of Service, and click Submit.
You will then get a confirmation email from Whova that includes a link you can use to continue to update your booth.
On the app:
Sign into the app using the same email from when you registered for the event.
Tap on the Home tab at the bottom of the screen.
Find the Exhibitor Hub section, and click on the Exhibiting Booth Profile.
From there, you can fully customize your profile by adding a company photo, uploading general photos for the booth, changing your company name, and more. Check more customization options below.
To add information or change it later, just click Edit on the side of each section title, change what you want, and click Save.
Setting Up Your Booth
Once you’ve set up access to your booth, you’ll be able to customize it using your brand content and resources.
Handouts
Web Portal (Handouts can only be uploaded from the Web Portal.)
Click “Upload PDF file”. You may upload at most 2 PDF files, each with a max size of 10MB.
Add a title for the handout, and select a PDF file from your local computer
Click “Upload” and save the form
Product Video
Web Portal
Click “Add Product Video”, and select an option to upload your video, either by copying a link from 3rd party video storage, or upload a video file from your local computer.
If you choose to copy a link from other video storage sites, we recommend you use Youtube, Vimeo, Dailymotion, our own self-video hosting, Wistia, Zoom recorded Video, or Slidelive.
Upload the file or copy-paste the video link.
Click Save.
Mobile App
Tap “Showcase Stream and Video” then tap “Product Video.”
You may either choose to either copy a link from a 3rd party video storage or upload a video file from your phone.
If you choose to copy a link from other video storage sites, we recommend you use Youtube, Vimeo, Dailymotion, Wistia, Zoom recorded Video, or Slidelive.
Upload the video or copy-paste the video link.
Tap Save.
Adding Booth Staff
Mobile App (Only available on the Mobile App.)
Tap on Manage Booth Staff. There you will see a list of all booth staff members.
Click Invite Booth Staff at the bottom of the screen.
Input the email that that staff member is registered with for the event.
The staff needs to be in the attendee list.
Choose how much access you want that staff member to have to the leads.
Click Invite
Giveaways & Promotions
Note: ALL promotions must be the same as advertised in the Deal Book/Last Minute Packet.
Web Portal
Under the “Promotional Offer” section, choose whether your promotion will be a raffle or giveaway.
Fill in the details of your promotion under Promotion Details.
Upload up to 5 relevant images to be featured alongside your promotion.
Click Submit.
Mobile App
Under the Exhibitor Hub section, tap Promotional Offer
Choose whether your promotion will be a raffle or giveaway.
Fill in the details of your promotion under Promotion Details.
Upload up to 5 relevant images to be featured alongside your promotion.
Tap Save.
Passport Contest
The Passport Contest encourages attendees to visit your booth and gives you a way to collect leads! The prize is set up by PRO. All you need to do is scan the QR code on the attendees badge - this will enter them in the contest and you will automatically collect their information in the Whova app for access and export later.
Collecting Leads in the Mobile App
Tap “Collect Leads and Contacts”
Tap “Scan QR Code”
Take a photo of the QR code on their badge
Exporting Leads
Web Portal
Find the Exhibitor tab under the Main navigation on the left-hand side.
From there, you should see a list of all exhibitors from the event. Find your booth in the list and click Visit Booth.
Once you’ve entered your booth, find the View Leads/Contact button below visited and liked labels.
Mobile App
In the Exhibitor Hub section click on Collect Leads.
Tap Export in the upper right-hand corner, enter the email you want the leads sent to, and tap Send.
You will receive the exported leads from the email address you input.
Mini Meetings
We’ve now integrated Mini Meetings into the Whova app.
Setting Up Meetings
You will receive an email inviting you to host Mini Meetings directly from Whova.
From the invite you must update time slots as “busy” or “available” to open the meetings for booking.
To add more hosts, email Kelly Griggs.
Members and Affiliates will be emailed from Whova to set up meetings in the app based on your availability.
Mini Meetings will show in your agenda in the app and you can sync this calendar with your external calendar (Outlook, Gmail, etc.)
HOW?
Mini Meetings Day
On the day of Mini Meetings your appointments will be available in the Agenda tab of the mobile app or in your usual calendar, if you set up calendar sync.
Still have questions?
Email PRO’s resident Whova expert, Kelly Griggs, at marketing@promaster.com, or click here for the complete exhibitor help guide on the Whova site!