Managing Zoom Events expo


Expo is a feature in the Zoom Events product that allows event organizers to set up a virtual exhibition that connects attendees with other exhibitors and booths to discover more about their products and services. It allows networking between any participants through 1:1 chat in expo (the expo floor and inside booths). Expo is only available for multiple-session events.

Learn more about creating a multiple-session event.

This article covers:

Prerequisites for managing the Expo tab in multiple-session events

Note: For access to the latest Zoom Events and Webinar features, we strongly recommend hosts to update to the latest version of the Zoom desktop client/mobile application.

How to access the Expo tab in multiple-session events

  1. Create a multiple-sessions event or edit an upcoming event to access the event setup.
  2. In the event creation flow navigation menu, click Event Experience, then click Expo.
    The Expo page will appear.

Notes:

How to create expo

  1. Access the Expo tab.
    If you haven't set up expo, a welcome page will appear.
    Note: This welcome page is only shown to you once after selecting the Start Building Your Expo button.
  2. (Optional) Click the Event Dates and Times dropdown to view when your event's dates and times are. You can use this to determine when expo will be available for your event.
  3. On the welcome page, click the + Add Time button, then select the dates and times that you want your expo to be available for the event.
    Notes:
    • To create the expo, you must have expo scheduled for at least 1 day.
    • Expo can only be available within the event dates and start/end time for each day. Expo cannot start before the start of the event, after the event, or before/after the day of the event.
    • Expo and booths stay open past midnight and remain open for multiple days. Up to 2 expo sessions can be scheduled per day (in one day, an expo can be opened and closed, with the ability to start another one on the same day).
  4. Click Create Expo.
    Note: You can customize these details again once expo is created.
    Expo Builder will appear.

How to use Expo Builder

Expo Builder is where you’ll manage the setup, editing, and configuration of booths and the floor layout. In the default view, a left panel under Expo Builder is visible, consisting of the Details and Booths tabs.

The side arrow (<) allows you to collapse or expand the left panel. Collapsing the left panel allows you to have more view of the expo floor.

Expo Builder tools

As you’re creating and configuring your booths, the following tools will help you manage the process more efficiently and ensure that the changes are saved. In the top horizontal bar, the following tools are available:

Details tab

The Details tab allows you to edit the dates/times when expo is open.

  1. Access the Expo tab in the event creation flow.
  2. In Expo Builder, click the Details tab.
  3. Click Edit Times to open a pop-up window where you can configure the expo dates and times.
  4. Enter the start and end dates and times.
  5. (Optional) To the right of a date/time that you want to remove, click the trash icon .
  6. Click Save to confirm your dates and times.
    Note: Multiple time slots per day (e.g. 9-12 pm and 1-5 pm) are currently not supported.
  7. At the bottom of the Details tab, view the Expo Floor Color.
    Note: This color is inherited from the Page Background color in the Event Branding tab. You can edit the floor color in the Event Branding tab.
  8. (Optional) Under Default Expo View, click the Spatial View toggle to enable or disable it. 
    Zoom Events hosts can select the default expo view—spatial or non-spatial view—for attendees who join expo and expo booths.
    Note: The host can preview the spatial and non-spatial views, and they can also change the default view while expo is live.
  9. (Optional) At the bottom, click Disable Expo if you don’t want to include expo in your event. In the verification dialog box, click Disable Expo to confirm.
    Note: Once expo is disabled, all of your progress will be deleted.

Booths tab

The Booths tab will display all the booths that will be in expo. Expo can have only sponsored, exhibitor, or expo, or a mix of all types of booths. Depending on what you have, the Booths tab will display the appropriate set of booths organized by the booth type. Additionally, this tab will display the booths (sponsored, exhibitor, or non-sponsored) and the number of booths. You can add sponsored, exhibitor, and non-sponsored booths in this tab.

Note: Expo can have up to 300 total booths per event.

Understand the Booths tab

In the Booths tab, the booth types, names, and sponsorship tiers are listed. The event organizer will determine the types of booths for expo.

Each booth grouping shows the number of booths in parentheses. The following are the types of booth/booth grouping:

By the booth grouping name, click the right arrow to expand the list of booths under that grouping. Click the down arrow  to collapse the list.

How to add exhibitor and sponsor booths to expo

Adding exhibitor or sponsored booths allow exhibitors and sponsors to participate in expo. This will also allow for any representatives you add to enter expo early and start their booth sessions before the general audience can enter the expo floor.

Notes:

  1. In the Exhibitors tab of the event creation flow, ensure that you have added sponsors and/or sponsor representatives.
  2. Access the Expo tab in the event creation flow.
  3. Under Expo Builder, click + Add Booths.
    An Add Booth pop-up window will appear.
  4. In the pop-up window, select Exhibitor Booths.
  5. Click the following tabs to manage exhibitors:
    1. Click the Standard Exhibitors tab to manage exhibitors.
    2. Click the Sponsors tab to manage sponsors.
    3. (Optional) To the right of Choose exhibitors to add to expo, click the Select all ___ exhibitors to select all exhibitors.
  6. Click Add.
    The exhibitor's or sponsor’s booth will appear on the expo floor.
    Note: The list of representatives can start any of your booth sessions.

You can always add exhibitor or sponsored booths to expo at any time before the start of the event.

How to add or create expo booths

Expo booths are available for events that may not have exhibitors/sponsors but are used by the organization that is hosting and organizing the event.

Use cases for expo booths include but are not limited to:

Note: You can add up to 300 expo booths.

To add any expo booths:

  1. Under Expo Builder, click + Add Booth.
    An Add Booth pop-up window will appear.
  2. In the pop-up window, select Expo Booth.
  3. Upload or enter the following information:
    • Booth Image: Click the pencil icon to select the photo you want to use or upload a new image in the content library.
      Note
      : The recommended booth image size is 320x238 pixels. Only JPG/JPEG/PNG format up to 2MB is accepted.
    • Booth Name: Enter the booth's name.
    • Booth Contact: Enter the booth contact's name and email address.
      Note: This is the primary contact who will be able to enter the lobby, expo, and booth early, and start booth space meetings to engage with attendees.
    • Booth Description: Enter a description about the booth.
  4. Once the fields are completed, click Add.
    Note: If you click Cancel, you will return to the Expo Builder view to continue creating the non-sponsored booths. You can come back later to add more non-sponsored booths before the start of the event.

Once the new booth is saved, you can view your booth on either the Booths tab as well as the expo floor.

How to access and edit expo booths for configuration

You can access booths from the Booths tab to edit their information. After you access a booth for configuration, you can use the Details and Representatives tabs to configure and edit expo booths.

Notes:

To access and edit expo booth profiles from the Booths tab:

  1. Under Expo Builder, click the Booths tab.
  2. To the left of Expo Booth, click the  arrow to expand the list of booths.
  3. To the right of the booth you want to configure, click the 3 dots .
  4. Click Edit Exhibitor Profile.
    A pop-up window will appear.
  5. In the pop-up window, click the Details tab and manage information for the necessary fields:
    1. Edit, delete, or upload the booth logo.
      Note: The booth image can only be JPG/JPEG/PNG format up to 2MB.
    2. Edit the booth Name.
    3. Enter the booth Description.
    4. (Optional) Click the Enable Booth Chat toggle to enable or disable expo chat for this booth.
      Note: Attendees must have Zoom Events lobby chat enabled for them by their account admin to view and participate in the booth chat.
    5. Enter the Links & Social Media for this booth.
    6. Click Save.
  6. Click the Representatives tab to do the following actions:
    1. Enter or edit the Booth Contact information (full name and email address).
    2. Click + Add Booth Representatives, then complete the following information for booth representatives:
      Note: Each expo booth can have up to 20 booth representatives per booth owner. 
      1. Booth Representative Photo: Click + Upload to upload an image of the booth representative. Under Booth Representative Photo, you can also click Replace Image to upload an image of the booth representative.
        Note: Only a JPG/JPEG/PNG file not exceeding 2MB can be used. An image size of 160x160 pixels is recommended.
      2. Booth Representative’s Name: Enter the booth representative’s name.
      3. Booth Representative’s Email: Enter the booth representative’s email address. An invitation with an expo ticket to this event—will be sent to this email.
      4. Title or Position: Enter the booth representative’s job title or position.
      5. Click Add Booth Representative.
  7. Click Save.
    Note: For any changes that you want to publish and appear live to expo participants, you must click the Update Expo button. Clicking Save will only auto-save your changes locally.

How to customize booth elements and booth resources

Event organizers can use tools to brand, customize, and market their booth and booth resources in expo. This customization ability enhances the expo booth experience. Additionally, event organizers can also preview their customizations and media as they customize booth resources.

Event organizers access the booth resources layout by adding booth elements. In this layout, event organizers can customize the booth resources background and creative booth elements. This ensures that their booth customization fits in with the overall event marketing and branding.

Learn more about customizing expo booth resources and customizing exhibitor and expo booths.

How to remove booths

Notes:

To remove booths:

  1. Under Expo Builder, click the Booths tab.
  2. To the left of the booth grouping that has the booth you want to configure, then click the  arrow to expand the list of booths.
  3. To the right of the booth you want to configure, click the 3 dots .
  4. Click Delete Booth.
    A verification dialog box will appear and ask for confirmation.
  5. In the verification dialog box, click Delete Booth to confirm.

How to use Expo Builder’s additional tools

Expo Builder also provides additional tools that can enhance the experience of configuring the booths on the expo floor. You can move blocks, swap similar booths, add and delete rows and columns on the expo floor, and select a predefined floor layout.

Understand blocks

In Expo Builder, moving blocks across the expo floor provides a way to easily move a booth or set of booths in a block from one location to another.

A block is a square on the expo floor that relates to the type of booth and the booths you fit in it. Regarding the Platinum, Gold, and Silver sponsorship tiers, you can align the number of booths to the block. A Platinum tier will occupy the entire block. Gold will occupy 2 blocks while Silver will occupy 4 blocks.

A block can also consist of non-sponsored booths, which currently are the same size as the Gold tier. You can have multiple booth sizes for non-sponsored booths but still align with the block concept.

Additionally, a block can also mix and match booth types. A single Gold block is equivalent to 2 Silver blocks. As a result, a block can have 1 Gold tier and 2 Silver tiers. You can also mix and match between sponsored and non-sponsored booths on the same block.

Move blocks

  1. On the expo floor, hover your mouse over a block.
  2. Click and drag the block.
  3. Place the block on an occupied block or an empty block.

Swap booths

Swapping allows you to switch the location between 2 booths that are of the same type.

To select booths of the same type or tier to swap booth positions on the floor:

  1. On the right side panel, click the Swap Booths icon .
    A right Swap Booths panel will slide out. This panel allows you to select booths of the same type or tier to swap booth positions on the floor.
  2. Click the first Select a booth dropdown menu and select a booth for it.
  3. Click the second Select a booth dropdown menu and select a booth for it.
    Note: Based on what is selected in the first dropdown, the list in the second dropdown menu will be filtered to show only booths of the same type.
  4. Once both booth selections are made, click the Swap button to swap the booths.
    Once the swapping actions are completed, you can view the changed booth locations.
  5. (Optional) To start over, click Clear Selection.
    This will reset both selections back to their default.
  6. Once you are done swapping booths, click the Done Swapping Booth button at the bottom to close the right Swap Booths panel.

Use the Floor Layout feature

Under the Floor Layout icon, you can add columns and rows to the expo floor. You can also select from 2 predefined floor layouts of the expo booths.

  1. On the right side panel, click the Floor Layout icon.
    On the expo floor, + signs will appear on the top, bottom, and both sides of your expo area.
  2. Choose what actions to complete:
    Note: You can drag the floor to have it re-centered.
    • Click the top + sign to add a new row on top.
    • Click the bottom + sign to add a new column to the right.
    • Click the left + sign to create a new column to the left.
    • Click the right + sign to add a new column to the right.

Currently, you cannot delete empty rows or columns. The empty rows/columns will appear as extra space on the Expo floor when it’s live.

Select floor layouts

During the booth creation and opting sponsors into expo, the booths are placed on the expo floor through a predetermined layout. From there, you can swap booths and move blocks. Once you have all the booths identified and created, you can select from one of the two layouts:

Note: The default layout is Segmented. You can switch between layouts, but any manual changes you make will be gone.

To select floor layouts:

  1. On the right side of the Expo Builder, click the Floor Layout icon.
  2. In the Layout Template right panel, select the Mixed layout.
    A verification dialog box will appear and ask for confirmation.
    Note: Only choosing the Mixed layout will open the verification dialog box.
  3. (Optional) If you have edited your chosen template, click Revert to default to return your selection to the default layout.
  4. In the verification dialog box, click Switch to confirm.
  5. Click Done Editing Layout to close the Layout Template right panel.