expo-IP CMS User Manual

To use the expo-IP CMS, you need any current browser that supports the current HTML5 standard without errors. This does NOT include the browser: Microsoft INTERNET EXPLORER.

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Use conferences
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Create conferences

With the conference URL or a personalised conference URL, the desired conference can be created in the expo-IP CMS. It is necessary to create a conference:

  • (Speaker or conference) image - square, dimension: 450px x 450px, file formats: jpg |png | gif
  • Conference title
  • Brief description of the conference
  • Start/End Date and time of the conference
  • URL to the conference (max. 512 characters)

 

In order to receive the participants' contact details after the conference, it is necessary to record a corresponding notice in order to comply with the GDPR. You can also obtain consent from the participant for you to send promotional content or a newsletter after the conference. In this case, it is also necessary to enter a corresponding note.

Conference can be created in advance and the conference URL can be changed up to 10 minutes before the start of the conference. Your conference settings are immediately adopted in the expo-IP system. 

Step 1 - Add conference picture / photo of the speaker

German

English

  • Log in to the EXPO-IP platform with your login data.
  • Select the menu item "Media" in the navigation bar
  • Click on the button "Create medium" and upload the desired conference image at the stand where you would like to create a conference, e.g. photo of the speaker, via the button "Select file" (dimension: 450×450 px - file format: jpg or png).
  • In the "Type" field, select "Picture (e.g. gallery, speakers' photo, etc.)" from the menu. The name of the medium (required) is displayed in the conference as a caption. For speakers' photos, select the name of the speaker and company (e.g. Martin Schulz, EXPO-IP GmbH) as the media name.
  • Click on "Save

Step 2 - Set the conference on the stand

Select your virtual stand via the menu item "Stands" and enter the editing mode via the "Edit icon" (pencil icon at the end of the line).
a) Select the "Conferences" tab
b) Select "Create conference

German

English

Fill in the text fields "Title" and "Description". Under "Conference image" all media are displayed for selection to which you have assigned the designation "Image (e.g. gallery, speakers' photo, etc.)" as "Type". Select the desired image for this conference.

German

English

The "Stand Redirect" field will be pre-populated with your virtual stand. Visitors can enter your conference at several points on the expo-IP platform - especially via the personal dashboard. When conference participants enter the conference, they will first be automatically directed to the virtual stand where they were created and only then be redirected to the conference. This ensures that your conference participants have your virtual stand in focus.
This way, you can point out interesting contents of your virtual stand or even the possibility of private chats at your stand during your conference.

Registration confirmation / reminder by e-mail

When registering for your conference, the participant will receive an email with the text you entered in the "Mail Text for Registration" field.

To ensure that the participant can also immediately reach your event via the link in the email, via which he or she can then enter the conference, be sure to include the variable [konferenz_url] in your email text.

NOTE

The variable [konferenz_url] is always filled with the URL to your event - NOT to the individual conference.

Reminder - approx. 60min. before the start of the conference

The participants of a conference additionally receive the same e-mail as a reminder e-mail approximately one hour before the start of the conference.

Please enter the text for the e-mail and the reminder e-mail in the field "Mail text for registration".

NOTE

expo-IP only sends TEXT e-mails - no HTML e-mails.

Privacy policy / Privacy policy extended

When accessing a conference, a dialogue can be configured to obtain consent from the participant (privacy policy) and to offer the participant another option (privacy policy extended). Consent is usually obtained for forwarding participant data. Optionally, the participant may wish to be included in a newsletter distribution list, for example.

Text Proposal Data Protection Provision of the Conference

"By registering, we will send your contact details to the presenting company so that they can contact you regarding this event."

In order for you to be able to contact the participant after your conference, the participant must accept the conditions you have entered in the "Privacy policy" field.

Text proposal data protection provision extended

"Yes - I would like to subscribe to the newsletter of the referring company".

For a DSGVO-compliant permission of the subscriber to include his or her data in your newsletter, insert a corresponding text in the field "Privacy policy extended". The participant can either accept or refuse this condition. His or her selection has no influence on whether or not he or she can participate in the conference (optional conditions).

For a DSGVO-compliant permission of the subscriber to include his or her data in your newsletter, insert a corresponding text in the field "Privacy policy extended". The participant can either accept or refuse this condition. His or her selection has no influence on whether or not he or she can participate in the conference (optional conditions).

Conference Start / End Date and Time

Set the conference start and end date and time. Participants are forwarded to the conference by the expo-IP system 10 minutes before the set "Conference start".
For conferences that require participant registration (default), each participant receives a reminder email approximately 1 hour before the conference starts.
Now enter the URL you created in the "Conference URL" field.

Registration required

Be sure to select the "Registration required off" option if you want the visitor to be able to add the conference to their "My Agenda" list in their dashboard.

Summary - Host conferences / online meetings

  1. Preparation: Create Webinar URL
  2. In expo-IP CMS: Create a conference at the stand and fill in the required fields (conference picture, texts, email texts, start/end/time, data protection).
  3. enter the conference URL.
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