My Easyfairs FAQ
Click on a category or find your questions below.
Online profile
Increase the visibility of your company by optimizing your online profile
On the Manage Profile tab, go to the Booth Information section and click Edit. Your profile consists of several parts: basic information, company address, company description, categories, images and social media. You can add a short description of your company’s activities. You can of course use the information on your own website, but you should make sure that the information is as relevant as possible to your target audience. You will find a number of predefined categories from which you should select the categories that best match your company’s activities. The categories will be used in the exhibitor catalog on the event website. By selecting the right categories, you ensure that your target audience can easily find you by filtering the categories according to their interests. Next, upload your logo and a header image. Your logo and header image will be displayed on your online booth profile. If you have a GoPlus or GoPremium package, you can upload a video instead of the header image. When you fill in a field, the information is saved automatically. The fields marked with an asterisk (*) are required.
On the Manage Profile tab, go to the Products & Services section and click Add Product. You can then add your product name and an image, add a description of your product or service (up to 2000 characters), and add other information such as a URL (for example, to the product page on your website), a YouTube URL, or documents such as datasheets. Fields marked with an asterisk are required.
If the website is available in multiple languages, we recommend that you enter the information in all available languages. This is indicated by the red language blocks. To make your life easier, you can use the built-in Google Translate, which will help you adapt the text to other languages. Once you’ve entered a language, the block will turn green. Once you’ve entered a language and want to use the same name or image for the other languages as well, click “Use the same for all languages”. Then click “Save”. Translating your product description into other languages will help more customers get a better understanding of your offer and products, allowing you to reach a wider audience.
In the Manage Profile tab, go to the News section, click Add News and scroll down the page if necessary. Adding a news item is similar to completing your company information or adding a new product. Again, if the website is available in multiple languages, we recommend that you enter all translations to have the most complete profile possible. Only the fields marked with an asterisk are mandatory, but we recommend that you fill in all fields. By adding a URL to your homepage or a product page, for example, you will immediately direct visitors to your website. This can generate leads ahead of your participation. The completed fields are automatically saved.
In the Manage Profile tab, go to the Jobs section and click Add Job. Fill in all the fields. Fields marked with an asterisk are mandatory. It is possible to add multiple jobs. Again, you should post in different languages, if available.
The contact form can be used by any online visitors to get in touch with you before or after the event. They can ask for more details about your products and services. The form includes the sender name, email address and a message field that must be filled in before submitting. All emails will be sent to the contact email you have provided in your company profile. When potential visitors contact you online, don’t forget to offer a face-to-face meeting at the event.
Go to the Track Performance tab. There you will find all your performance statistics, including page views and most visited pages.
The information you have entered for your online profile for previous events can be reused when you attend another Easyfairs event. Products, News and Jobs have their own archived catalogues. Click on “Add from your catalogue” to access items you have already used. Don’t forget to revise your information before each event to make sure everything is up to date.
Updates to your online profile will be automatically published to your live profile page if the exhibitor catalog page on the event website is already live.
On the “Manage stand” tab at the bottom of the page you will find a “Webshop and orders” table containing all your orders for the stand, including smart badge readers, stand accessories and other furniture. Orders will only be displayed after internal review and approval by Easyfairs staff.
You can make upgrades during the event by contacting your Easyfairs account manager. You can also order additional equipment such as furniture or an additional Smart Badge Reader before the event via My Easyfairs.
Invitation Service
Use the invitation service to bring more visitors to your stand
Go to the Invite Customers tab. In the Invitation Link section, you will find your default invitation link and can create new links.
Your personalized invitation link is a valuable tool to send as many personal invitations to the event as you want. We know that visitors who have been personally invited by an exhibitor are more likely to visit that exhibitor’s stand at the event. By sending a personalized invitation, you build a connection with your potential customers. Copy the URL you retrieve in My Easyfairs and paste it into your email signature, electronic invoices, your website, web banners or email campaigns that you send. You can even create more personalized registration links if you want to follow up on your different communication channels (email campaigns, website, banners, etc.).
Click on the “Invite Customers” tab and then on the “Invitation Link” section. When you click on “Create Links”, you will be redirected to the Visit Connect website. In the menu on the left side of your screen, find and click on “Guests”. Under the “Registration Links” tab, you can create more invitation links by clicking on “Add” in the top right corner. You can always consult the Visitors Guide to creating unique invitations by clicking on “Click here for help” under the “Create Links” button in the “Invite Customers” tab on My Easyfairs.
Go to the Invite Customers tab and scroll down to the Registered Visitors section where you will see the list of all potential visitors who used your invitation link to register for the event. Why not call them before the event to schedule a face-to-face meeting at your booth? You can also set up SMS alerts for all or some of your pre-registered visitors so that you are notified via text message when they check in at the event.
Read “What are SMS alerts?“
If this is visible for your event, then yes, Easyfairs offers this service. Go to the “Invite Customers” tab and find the “Free Invitation Service” section. The principle is quite simple: all you have to do is upload your contact list by a certain deadline (this may vary per event). Easyfairs does the rest and makes sure your customers receive a personalized invitation on your behalf (via email). To learn more about the contact file format, you can use the import template (link). The functionality of the invitation service is fully GDPR compliant as you will be asked to digitally sign the provided data processing agreement. Please note that you must make sure you have all the required opt-ins for the contact details you provide. *Note that the availability of the invitation service depends on the specific event.
Innovation Gallery
Our innovation auditors are either members of the event team or external partners who are well versed in the industry (or both).
If the Innovation Gallery is already live, the review of innovation applications usually takes no longer than two weeks.
Remember that you can only submit an innovation if you have added products to your profile, so please make sure this is done first. To add your product(s) as an innovation, go to the “Manage Profile” tab and find the “Innovation Gallery” section. Click on “Manage Items”. Here you will see all the products you can apply for the Innovation Gallery. With a GoLeads package you can submit one innovation, with a GoPlus and GoPremium package you can submit two innovations. After choosing your product, provide a short explanation of why it is an innovation. When you are done, click “Submit” and your application is submitted. Now all you have to do is wait for your innovation to be approved.
Go to the Innovation Gallery section under the Manage Profile tab and click Manage Items. There you will find all your applications and can track the status of each individual innovation application.
If your innovation application is approved by the Innovation Verifier, you will find your innovation on a special page on the event website, usually called the “Innovation Gallery”. This will help your product to become even more well-known and your reach will be even wider.
Smart badge reader technology
Increase the number of your customer contacts by making optimal use of smart badge technology
The Smart Badge Reader is a small device that helps keep our events paperless and gives you the opportunity to focus on building quality relationships during the event. The Smart Badge Reader is unique to each exhibitor and is attached to your booth before the event starts. Visitors can collect information about the exhibitors by touching the readers with their badge. Before the event, you can decide what information you want to share with your leads. For example, you can share a product page or special offer, or use a reader to run a prize draw among your customers. By default, readers are linked to your company’s page. Having multiple readers allows you to categorize your leads from the start. During the event, every visitor who is interested in your company touches your reader. When the event is over and you return your reader to the staff, you will receive a list of leads (touches) that includes all the information that visitors have shared (such as name, company name, email, phone number, etc.)
Attendees will receive the information you linked to your reader before the event. By default, your reader is linked to your online business profile page. If you have more than one reader, visitors will only receive the information linked to the reader they touched.
Absolutely. Ask your account manager at the event to arrange for additional devices. Let them know how many you need and what information you want linked to them. You will be billed for the cost of additional readers after the event.
Your Smart Badge Reader should be visible and accessible to all visitors who pass by your booth. We recommend placing your reader at the counter or entrance of your booth where it is most visible so visitors can easily reach it.
Readers are set up two weeks before the event, so you cannot change them yourself during the event. However, if you contact our on-site support team, they can link your reader to other available content of your choice. Please note that your company or product information already linked to your reader can be updated at any time via My Easyfairs and visitors will receive the latest information.
By default, readers are linked to your company profile page, but you can also link your readers to a specific product, news or special offer, as long as that content is available in My Easyfairs. So if you have multiple readers, you can categorize your leads right from the start.
At the end of the event, you must return your readers or Easyfairs staff will collect them from your stand. We will then ensure that all touch data is uploaded to My Easyfairs. The list of leads will be available to you in My Easyfairs the next morning. You will also receive an email notification when the list is ready to download.
The list contains the registration data that visitors who touched your Smart Badge Reader provided when registering for the event: first name, last name, company name, email, phone number (if asked).
Visit Connect
Get qualified leads with Visit Connect
Visit Connect is a web application that allows you to collect and qualify leads during the event. Your sales reps can ask custom questions, take notes (written, verbal or via image) and jot down additional information. You can also export all scans to Excel so you can easily follow up on leads from your potential partners and customers. Since there is no usage limit, your entire booth staff can use Visit Connect during the event. This makes it easy to track who engaged with which visitor during the event and allows your company to build strong relationships through post-event follow-ups.
Visit Connect is a scanning app that allows you to track conversations during the event with customers and prospects interested in your products and services. After an interesting face-to-face conversation with a potential customer, you can ask them for their consent to scan their badge with Visit Connect. It’s like they gave you their digital business card. And you can add notes and even ask questions to segment and qualify these leads. After the event, you can export all leads to Excel to make follow-up easier. Alternatively, you can also download the Visit Connect leads from My Easyfairs. After scanning the badge with the app, we recommend that you invite the visitor to touch your reader with their smart badge so that they also receive your company details in return. If several team members at your stand use Visit Connect, each of them can see their own leads.
SMS notification
A real-time alert sends an SMS notification to your booth staff or company phones when a visitor registered through your personal invitation link arrives at the event. This service helps you understand who might show up at your booth and prepare for the upcoming meeting.
You can set up SMS notifications that can be received by up to three phone numbers.
On the Manage Stand tab, go to the Create SMS Notifications section, where you will be taken to the overview of customers and prospects who have registered using your personal invitation link. You can either set up real-time notifications for the entire list by entering up to three phone numbers, or you can select specific pre-registered visitors for whom you want to receive the SMS notification and on which phone number.
Yes. On the Manage Booth tab, go to the Create SMS Alerts section, where you can browse your list of customers and prospects who have registered using your personal link(s) or code(s) and select only those you want to be notified when they arrive at the event. You can enter up to three phone numbers to receive the SMS alert, and you can have a different list of visitors for each phone number.
Simply remove the phone numbers you have entered in My Easyfairs under the “Create SMS notification” section in the “Manage stand” tab, or simply disable notifications for a specific number.
Online Visibility
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We recommend using an image with a minimum size of 1024 × 576 px. There is a cropping tool in My Easyfairs that you can use to ensure your image displays well on our websites, so you don’t need to provide an image with these exact specifications.
No, but on the “Track your Performance” page you can see how often your different pages have been viewed.
The main place where your logo will be visible online is your company profile page. Depending on your EasyGo package, your logo may also be visible in the exhibitor catalogue, at various touchpoints during visitor registration and/or on on-site screens/displays at the event.
Yes, you can upload any image, but we strongly recommend uploading your company logo. This will help visitors browsing the exhibitor catalog to recognize your company more quickly and increase your brand awareness among event attendees who can discover you before the event even begins.
* This feature is only available for exhibitors with GoPlus and GoPremium packages.
Visibility on site
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We recommend that the resolution of your logo or ad is at least 1820 x 830 px.
Yes, you can choose your company logo or an ad to display on the website. An ad allows you to convey a specific message and call to action, such as “We’re hiring! Come see us at booth XX”.
Your logo is usually displayed on freestanding screens or screen walls in high-traffic areas of the event, such as at the entrance or catering point.
** This feature is only available for exhibitors with GoPremium package