Booth Host Readiness Checklist

Hey there! Here are 8 tips to ensure a smooth event. Feel free to read on for details into each one.

1. Double check the event's time
2. Co-presenter coordination
3. Screen sharing check
4. Live demo queue / access management
5. Pin a helpful host message
6. Know your live demo maximum visitors allowed
7. Widen your "live demo view"
8. Consider setting a "Schedule Message"

1. Double check the event's time
   • Verify your event's hours (plus timezone) to ensure you staff your booth's live demo for the full duration.

   • Usually this information is on the "Welcome" page or in "Announcements"

     
     
2. Co-presenter coordination:
   • If there will be different hosts at different times, establish a clear schedule for each host and set expectations for joining a few minutes before their assigned time slots.

   • Confirm on the booth's team roster to ensure every person has "Presenter" or "Owner" rights so they can skip the queue, manage the booth and view reports.

     
     
3. Screen sharing check:
   • Ensure that any screen sharing materials (e.g., PowerPoint presentations, websites, mockups) are tested and working correctly before the live demo.

   • Confirm that your screen sharing settings are working correctly by joining your live demo and clicking the "share screen" option. If there are problems screen sharing confirm that your browser has permissions to "share" or "record" screen.

     See: related articles below if you encounter problems

     
     
4. Familiarize yourself with the live demo queue system (see screenshot above)

   • There are two Queuing options:

     Controlled Access - everyone joins a waiting room until the booth host admits them

     Free-flowing - people can join the live demo immediately without waiting

   • Use the right sidebar to monitor the queue and view the waiting participants.
   • Practice admitting visitors into the booth using the "Admit" button in the right sidebar.

   • Co-presenters never need to be admitted or wait in the queue, nor do they count towards the booth's capacity.

     
     
5. Pin a Host Message to Share Updates with People in Queue:

   • Write and "pin" host messages to facilitate engagement and provide important updates to booth visitors. Change them on the fly. They will update live.

     Sample messages:

     • "Please watch the video in the booth overview before joining the Live Demo."
     • "We'll admit you in just a few minutes. We're having so many good questions!"

     • "Our VP Sara will be taking questions in the booth starting at noon CT."

       
       
6. Know your Live Demo Maximum Visitors Allowed:
   • Understand your live demo's maximum capacity by clicking the (i) icon in the right sidebar. (screenshot above)
   • The limited capacity is set to encourage smaller, welcoming and authentic conversations.
   • Booth hosts do not count towards the capacity maximum.

   • The maximum capacity is managed by the Booth Owner. If this needs to adjusted up or down, they can do this while in Edit mode on the "Live Demo" tab. (below)

     

7. Widen your "live demo view"

   Use the sidebar toggles to make your video call meeting full screen.

   

8. Consider setting a "Schedule Message"

• If your booth will be admitting people on a strict schedule, announce that schedule using the Schedule Message. This option is available in Edit mode on the "Live Demo" tab .

By following this checklist, you'll be well-prepared to host a successful booth at the DemoHop event, ensuring a smooth experience for both your team and event attendees.