The Beginner's Guide to Hosting a Booth

Welcome! If you're reading this, you're likely taking your first steps towards hosting a booth at your company's DemoHop event. Whether your role is the Booth Administrator, responsible for the overall management of the booth, or one of the Booth Presenters who will create the booth's content and present during the live demo, this guide will get you started.

In this guide, we'll walk you through the essential steps to set up and host your booth successfully. From crafting your booth's content to managing the live demo experience, we've got you covered. By the time you've completed this guide, you'll be well-equipped to create a booth that stands out and makes a valuable contribution to your company's DemoHop event.

What is a booth?

Key concept: A booth is a combination of a mini-website and a live video call meeting.

A booth is your team's virtual stage or canvas to showcase your team's work, share your vision, and connect with your colleagues over the team's plans and progress. It's where you'll introduce your team, its objectives and progress, conduct live online demos or presentations, and take questions from visitors.

Each booth is a part of larger science fair style online event called a DemoHop. During this live online event, attendees can explore your booth and any other booths that interest them. This leads to meeting new colleagues, a rich exchange of ideas and powerful potential for collaboration and personal growth.

When is my DemoHop?

DemoHops are typically scheduled monthly or quarterly and will run for several hours spanning one or more days.

Contact your Event Administrator for the date(s) and time(s) of this DemoHop and their expectations for when you booth should be ready for visitors.

Your responsibilities as a booth host

Your role as a Booth Admin or Booth Presenter (collectively the "Booth Hosts") is to prepare your booth's content in advance and to host the live demo portion of each booth during the assigned hours of your DemoHop event.

If a Booth Host isn't present during the DemoHop's scheduled hours, visitors may not enter the Booth's Live Demo (aka video call.) The Booth Admin is responsible to for scheduling hosts throughout the event.

The three roles in every booth

Let's break down the three roles available in every DemoHop booth:

Admin: The Booth Admin has ultimate responsibility for the booth. They oversee the overall booth's content, team and preparation schedule. The Admin names the booth, identifies the team members and are generally responsible for ensuring the booth's content is ready in time for the event. The Booth Admin is also responsible for ensuring that either a Booth Admin or a Booth Presenter is in the live demo at all times during the DemoHop
Presenters: The Booth Admin can name one or more people to be Booth Presenters. Booth Presenters have all the same rights as the Booth Admin, except for the ability to name the team and delegate responsibilities. The Booth Presenter can create and edit any content in the booth, read survey responses and run booth reports. The Booth Presenter and Admin have the additional responsibility for hosting each booth's live demo. This includes admitting visitors into the booth's live demo, presenting the demo, leading the discussion and answering questions.
Non-Presenters: Non-presenters are an honorary role. They are included on the team roster but otherwise have no additional rights or responsibilities. The Booth Amin can recognize each team member's contribution with a brief statement that's displayed on the team roster.

The five parts of every booth

These are the five essential sections that make up every booth at a DemoHop event:

Summary Card: The Summary Card serves as your booth's front door. It's the first thing visitors see, and it's designed to pique their interest. The card includes a thumbnail image and a brief description that entices attendees to explore your booth further.

A well-crafted Summary Card will draw visits to your booth.

Overview: This section is where you provide a preview and deeper dive into your booth's content. It's like the main stage where you can elaborate on your team's purpose, past and future work, and summarize your results. You can use text, images, and videos to tell your story, making it engaging and informative for your visitors.

Live Demo: The heart of your booth, the Live Demo section, is where you showcase your work in action. You can use screen sharing to present slide decks, live application demos, or any relevant content. This is your opportunity to engage with your audience in real-time and leave a lasting impression.

Team Roster: In this section, you identify and authorize team members who will assist in running the booth. Presenters, who actively participate in the live demo, and Non-Presenters, who support behind the scenes, are both listed here. It's a way to recognize each team member's contribution to your booth.

Tip: For a great looking team page, ask everyone to add a photo to their profile.

Handouts: The Handouts section acts as your content library. You can upload files like documents, slides, and spreadsheets or provide links (URLs) to external resources. This is where visitors can access additional information related to your booth's topic, making it a valuable resource for engagement.

These five sections collectively form the structure of your booth, allowing you to present your work, engage with your audience, and provide valuable resources for visitors.

Publishing the booth

Once you've prepared your booth content and ensured everything is set for your presentation, it's time to make your booth live. Simply click the "Publish" checkbox to share your booth with the event attendees, allowing them to explore your content and join your live demo. Make sure everything is in order, and with a single click, your booth becomes accessible to the eager audience at DemoHop.

The booth is not visible to others until it has been published. If the booth isn't visible on the All Booths page, it hasn't been published.

The Live Demo, Queue, and Max Capacity

The Live Demo section of your booth is the heart of your presentation. It's where you showcase your work in real-time, engage with visitors. However, to ensure a smooth and manageable live demo, it's important to understand the concepts of the booth Queue and Max Capacity.

Live Demo: Your Booth's Dynamic Stage

The Live Demo is where you demonstrate your work, present your ideas, and interact with your audience in real-time. Whether you're showcasing a new product, a project update, or sharing insights, this is your opportunity to shine. You can use screen sharing to display slide decks, live applications, or any relevant content. Remember that engagement is key here, and you should be prepared to answer questions and provide insights as visitors join your live demo.

Queue: Managing Visitor Flow

In the world of live demos, a Queue is a crucial element. In order to join a live demo, visitors must request access and join the queue before being admitted to the live demo.

This controlled flow ensures that your presentation remains manageable and that visitors can participate effectively.

Booth Admins and Presenters bypass the queue and do not count toward a booth's max capacity.

Max Capacity: Setting Limits

Max Capacity is the maximum number of visitors that can be inside your live demo simultaneously. As a booth host, you have control over this limit, which can be adjusted to suit your preferences. Consider the size of your audience, the interactive nature of your presentation, and the level of engagement you want to maintain when determining your max capacity.

Admittance and Queue Management

Every visitor to your booth's live demo must be admitted by the Booth Admin or Presenter. This allows you to manage the flow of attendees and avoid interruptions during your presentation. Visitors who are in the queue will wait until space becomes available, and then they can be admitted. It's important to note that visitors can browse your booth's content while waiting in the queue, ensuring they stay engaged even before entering the live demo.

Understanding the dynamics of the Live Demo, Queue, and Max Capacity is essential for a successful booth presentation. It helps you create a controlled and engaging experience for your audience, ensuring that everyone gets the opportunity to participate effectively. So, be mindful of these elements as you prepare to host your booth's live demo.

Booth Surveys

Booth Surveys are a valuable tool for gathering feedback and insights from your booth visitors. These surveys provide you with valuable information that can help improve your future presentations and better align with your audience's needs and expectations. Here's a closer look at how Booth Surveys work and why they matter:

Gathering Visitor Feedback

Booth Surveys allow you to collect feedback directly from your audience. After your live demo or during their booth visit, attendees can share their thoughts and opinions by responding to survey questions. This feedback is invaluable for understanding what worked well and what areas might need improvement.

Private Comments

In addition to survey questions, attendees can also leave private comments, which only the booth hosts will see. This provides a space for visitors to share more detailed thoughts, suggestions, or questions that they may not have included in the survey. Private comments can offer valuable insights into the specific needs and interests of your audience.

Public Praise with "Shout Outs"

Booth Surveys also allow attendees to share "Shout Outs." These are public expressions of praise or appreciation for your booth. Shout Outs provide positive reinforcement and recognition for your efforts and can boost your booth's reputation within the event.

Booth Reports

Booth Reports provide a wealth of data and insights about your booth's performance and visitor engagement. These reports are a valuable resource that can help you assess the impact of your booth, understand your audience better, and make informed decisions for future presentations. Here's a closer look at what you can expect from Booth Reports:

Comprehensive Data Overview

Booth Reports offer a comprehensive overview of your booth's activity, giving you a clear picture of how visitors interacted with your content. You can access data on booth visits, handout downloads, survey responses, and private comments left by attendees. This data provides valuable metrics for assessing your booth's success.