EXHIBITOR GUIDE
On behalf of Simon Fraser University, the University of British Columbia, and the University of Victoria, thank you for choosing West Coast Virtual Fairs. In this exhibitor's guide, you will find instructions on how to set up your booth and maximize your exposure at our fair.
Download a printable version of of Exhibitor's guide here.
Please watch the Zoom Orientation Session recording here.
Note: This exhibitor guide was created for our Jobs & Volunteer Expo.
IMPORTANT TIMELINE
SEPT 6
System opens to exhibitors
SEPT 27
System opens to students & alumni
OCT 5-7
Fair open from
11AM - 4PM daily*
Complete your virtual booth setup
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Personalize your booth
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Select your availability for 1-on-1 sessions
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Schedule & create your group sessions
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Attend exhibitor orientation (or watch the recording)
Weds, Sept 8 9:30-10:30AM PST on Zoom
Thurs, Sept 16 11:30AM-12:30OM PST on Zoom
Monitor & modify your sessions:​
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Check your 1-on-1 session sign-up
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Invite more colleagues to the fair if your sessions are all booked
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Test technology for your group sessions
IMPORTANT: We strongly recommend you to complete your booth and session setup by Wed, Sept 22 so students can view and sign up for your sessions before the fair.
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*All sessions must be conducted within the scheduled time for the fair. You are not expected to attend the entire duration of the fair and we encourage you to set a schedule that would work best for you.
ACCESS YOUR BOOTH
An email invite with your unique access link and login credentials will be sent to you from Eventus, our virtual fair platform. Follow the instructions in the email to access your booth (do not delete this email).
Your exhibition package comes with up to 3 digital booths. The number of booths you may want to use depends on the number of representatives you have and how they want to interact with students. In general, we recommend you to assign one booth to each of your representatives who are offering 1-on-1 sessions. You can have multiple representatives sharing a booth if they are taking shifts or want to conduct joint sessions. Due to video bandwidth concern, please have no more than 2 representatives on at the same time . Representatives who are hosting or attending only group sessions are NOT required to have their own booths.
To submit contact info of your attending representatives, please fill out a quick web survey here. Additional booth may be purchased at $25 per booth on our Eventbrite registration page by Sept 3.
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Booth Setup
Once you log onto your booth, you will be guided to complete a 3-step tutorial. This is very important as your booth will not be visible to students until this is done!
Step 1: Personalize Booth
Introduce your organization to our students and alumni by including an informative booth description (text-based only; no image or video except organization logo). Consider including the following:
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Background information of your organization
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Links to opportunities & info on how to apply
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Hiring practices & tips
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Helpful resources for your candidates
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Target audience if any (we encourage you to leave this as open as possible)
If your organization has more than one booth, please follow the naming convention below so your booths will show up next to each other.
Name of Organization: Name of Division/Department
Sample:
Booth 1 --> West Coast Virtual Fairs: Simon Fraser University
Booth 2 --> West Coast Virtual Fairs: University of British Columbia
Booth 3 --> West Coast Virtual Fairs: University of Victoria
Step 2: Pick your 1:1 time slots
Networking will take place in the form of a 15 minute conversation, powered by the built-in video-chat feature (Daily.co) on Eventus. These 1-on-1 sessions are automatically created for you when you log into your booth.
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By default, all time slots are marked as "available". Simply click on the time slot that you want to modify to change its status. You can modify your availability anytime. Be sure to block off some time slots for breaks throughout the day to avoid screen fatigue.
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White: Available for students to book
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Grey: Unavailable (not viewable by students)
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Green: Booked
IMPORTANT: All time listed on our platform is adjusted to your local time. If you are in Toronto, you will be seeing the time slots in Eastern Standard Time.
Students will be encouraged to pre-book up to 6 sessions prior to the fair and they will have access to the remaining open time slots the day before the fair. Do not cancel your open slots as they could get booked during the fair!
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Tip: Running out of sessions? Invite your colleagues to join you at the fair so they can create their own booths and offer more 1-on-1 sessions or host some group sessions.
Step 3: Test Your Video
Your booth will NOT be visible to students until you have tested your video. To complete your video-chat set up:
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Test your camera: click on red "Turn On" icon at the bottom
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Test your microphone: click on the red "Unmute" icon at the bottom
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If everything is working okay, click the blue "Complete Setup" to the left
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Supported web browsers: Chrome, Safari, Firefox and Microsoft Edge.
If you are experiencing issues with the video feature, please follow the trouble-shooting tips offered by Eventus. Please note that we have disabled the option to use your own video link for 1-on-1 sessions due to privacy regulations. If issue persists, please email Eventus at support@eventus.io or consult with your IT team.
Need technical support? Live technical support will be provided on the first day of the fairs from 10:30-11:30AM.
Create Group Sessions
Group session is optional but it is an excellent complement to your 1-on-1 sessions, allowing you to interact with multiple students at the same time. Host formal presentations, info sessions, and/or casual drop-ins for networking and Q&A opportunities - the choice is all yours!
IMPORTANT: You must create the video room using your own video conferencing tool (e.g. Zoom, MS Teams, Google Meet, Webex etc). Please consult with your IT team if you have any questions regarding this.
To create group sessions:
Tips for Group Sessions
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Session length: Please keep your group sessions no longer than 1.5 hours. When students sign up for a session, the system will block them from booking other sessions that are taking place at the same time. If you are using group session for drop-ins, please create multiple shorter sessions as opposed to one long session (you can use the same video room link!)
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Don't double book yourself! If you are hosting a group session, remember to block off your 1-on-1 session time slots to avoid schedule conflict. You are welcomed to invite your colleague(s) to host or join the group sessions and in such case, you just need to share the video room link with them and they will not even need to log into your booth.
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Privacy in group chat: Use the breakout room feature in your video conferencing tool if you have multiple staff available to facilitate more private or different conversations simultaneously!
You Are All Set!
That's it! You have successfully set up your virtual booth and you are now all set to meet and interact with our students and alumni on the day of the fair.
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This is how your booth will look like once the setup is complete:
Please contact us at info@westcoastvirtualfairs.com if you have any questions or concerns. We wish you great success at the West Coast Virtual Fairs!
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