Hopin for Exhibitors

MACUL21 will put your organization in front of teachers from all across Michigan and beyond! To ensure a successful conference, we have compiled the following tips to ensure your positive experience using Hopin.

Maximizing your Booth Experience
Hopin Virtual Booth Features Guide – Click here
A demo of the Hall by Hopin – Click here

Vendor Instructions

How do I set up my vendor booth in Hopin?

Organizers are responsible for setting up vendor booths at their event. However, you can see the options available to vendors at our Expo tutorial and send the event organizer a request to customize your booth.

Customization options for the Expo Booths
  • Vendor Name. The name of the company, product, idea, or content. For example, a vendor name could be “Acme Co” or “Sign up list.” It’s up to you and your use case.
  • Vendor Email. The email where all emails from attendees who click the Register Interest button will be delivered.
  • Vendor Headline. Any short text about the vendor, e.g. vendor motto or key message.
  • Priority. Numbers 1-1000 will regulate the way booths are ordered top to bottom on the Expo page. 1 is the first booth to be displayed and 1000 is the last one.
  • Booth size. The size reflects the importance of a vendor Booth at the event. Mini, small, medium or large – we get you covered for multiple sponsor tiers scenario.
  • Live Preview (Desktop). Real-time preview for the Expo Booth size Background image and Logo. Make sure to have the Background and Logo image content center-aligned to fit multiple screen sizes.

Tip: Check our guide on Image dimensions to make sure your images fit just right across the event.

  • About. A few words to make the booth more descriptive for the event attendees.
  • Tags. Labels or filters to sort booths by categories and help attendees to quickly navigate through multiple booths during the event.
  • Content Provider. There are multiple ways to display content on the Expo.

Pre-recorded videos. You can place pre-recorded videos from YouTube, Vimeo, or Wistia on the Expo. Select the Content provider, choose the provider, and paste the video ID from the hyperlink. Click Save.

Note: only add the video ID, which is at the end of the URL. E.g. for the YouTube URL https://www.youtube.com/watch?v=LXb3EKWsInQ please use only LXb3EKWsInQ — the part after the “=” symbol.

YouTube playlist. Adding a YouTube playlist will let attendees select which video(s) they want to watch.

Note: The playlist link must include https://www.youtube.com/playlist?list=

YouTube Live Stream video. Go Live with your camera or via RTMP on YouTube Studio, then send the stream to your Expo Booth on Hopin.

Session. Select Session to have a live chat session with up to 10 attendees who visit your Booth.

Note: Leave the Moderators portion blank, allowing any booth staff to appear on screen with attendees.

  • Fallback provider (presentation mode)

Once the Booth content provider is set to Session the Fallback provider option will become available.

Fallback provider is a video from YouTube, Vimeo, Wistia or Google Slides that are displayed while there is no one live on the Booth set to Session.

Organizers can also toggle Fallback provider ON or OFF any time.

Google Slides. The link to any Slides presentation that is published to the Web.

Tip: The published Slides link will always start with https://docs.google.com/presentation/d/e/ VS https://docs.google.com/presentation/d/ if not published to the web. Publishing Slides to the web is easy with File > Publish to the web menu on the Slides page.

Note: Once published, be sure to copy the link that’s inside the popup window (not in the Browser address bar at the top of the page)

  • Website link. The link that will bring to the vendor’s website in case the Button action is set to Link to website.
  • Twitter link. The link to Twitter profile to get in contact with the vendor on social media.
  • Facebook link. The link to Facebook profile to get in contact with the vendor on social media.
  • Instagram link. The link to Instagram profile to get in contact with the vendor on social media.
  • Linkedin link. The link to Linkedin profile to get in contact with the vendor on social media.
  • Offer. Use this field to write a special offer for booth visitors. It could be a discount, special access, coupon code, or anything. It’s optional text, not tied to anything programmatically.
  • Button text. Any short text used as a click to action for the attendees.
  • Button action. It can be either Register interest (sends attendee emails to the vendor email on click) or Link to website (opens any website or external resource for downloading more content from the vendor).

Once the event is live, attendees can also chat with the vendor in a dedicated Booth chat.

Tip: Vendors can ask Organizers to send a pinned message to the Booth chat with more details about the Vendor or any external resources that might be helpful to the attendees.

How do I enter my vendor booth once the event is live?

It’s important to make sure you are “in” your vendor booth during the event on Hopin. This will allow you to answer questions in the Booth Chat and be on live camera to engage with visitors, if you’ve chosen that format.

When it’s time for the event, head to the registration page five minutes before the event starts. Click Enter Event.

To enter your booth, click Expo on the lefthand side and find your booth. Click it to enter. 

If it’s a pre-recorded video, then your job is easy. Just man the Booth chat.

Tip: Use the Event chat to invite people to your booth.

If it’s a live session, click Share Audio and Video. Make sure you’ve given browser permissions for Hopin to use your camera and mic. 

When people request to join a live Booth, you’ll see their name pop up in the Moderation panel below. Click their profile image to allow them to join. They then select their AV devices and will be on camera shortly. Click the RED button in their screen to remove them.

There you go! That’s how to enter and run your vendor booth at the event on Hopin.